Operations Specialist

Job Title:

Operations Specialist

Location:

Onsite at Cambridge (Kendall Square), MA.
Duration - 9 Months

Hours:

Mon-Fri 8am-5pm
Pay rate - $54.76/hr.

Job Summary
The Operations Specialist provides critical administrative and logistical support to the R&D Operations team. This role bridges the gap between laboratory needs & office management. You will be responsible for ensuring the R&D team has the supplies and equipment required to maintain peak productivity, while managing the daily "front-of-house" and back-end administrative functions of the office.

Key Responsibilities
Procurement, Shipping & Receiving
" Manage the end-to-end purchasing process for all laboratory and office supplies.
" Shipping & Receiving:
Serve as the primary point of contact for all incoming and outgoing shipments; verify contents against packing slips and distribute items to the appropriate lab or office areas.
" Collaborate with Finance to track "in-service" dates for capital equipment.
Asset & Equipment Management
" Update and maintain the R&D asset management tool to ensure 100% accuracy of equipment records.
" Coordinate and schedule service calls, preventative maintenance, and emergency repairs with external vendors.
" Oversee onsite service technicians to ensure work is completed safely and documented correctly.
Office Management & Guest Relations
" Office Management:
Maintain a professional and organized office environment, including inventory management of common areas.
" Guest Relations:
Greet outside guests, candidates, and vendors, ensuring they follow onsite check-in and safety protocols.
" Catering:
Coordinate and place catering orders for team meetings, lunch-and-learns, and special onsite events.

Administrative & Team Support
" Expense Management:
Support the team with the preparation and submission of expense reports and credit card reconciliation ensuring compliance with company policy.
" Travel & Scheduling:
Manage complex meeting schedules and assist R&D staff with travel arrangements (flights, hotels, and ground transportation).
" Provide general administrative support to R&D leadership as needed.

Qualifications
"

Experience:

3+ years of experience in operations, office management, or as a lab coordinator. Experience in a biotech or R&D setting is highly preferred.
" Organization:
Exceptional attention to detail, especially regarding financial tracking and inventory records.
" Software

Skills:

Proficiency in Client Office 365 and experience with expense management software (e.g., Concur) and ERP/Asset Management systems.
" Communication:
Ability to communicate professionally with everyone from scientific staff to external delivery drivers.
" Logistics:
Familiarity with shipping carriers (Fed Ex, UPS, DHL) and handling sensitive or temperature-controlled R&D shipments.