Lab & Office Operations Specialist

Position Summary:

We are seeking a detail-oriented and resourceful Lab and Office Operations Specialist to support the smooth functioning of our research site. This role is responsible for executing day-to-day purchasing activities to support research and development activities in support of autologous cell therapy environment. In addition, this role will focus on the operational aspects of purchasing, such as placing orders, tracking shipments, and ensuring timely delivery of necessary materials. The lab and operations specialist will also help in coordinating equipment maintenance, and scheduling facilities services while also providing administrative support to scientific and operational staff. The ideal candidate thrives in a fast-paced environment, can manage multiple responsibilities, and works effectively across teams. This role will be required to be onsite five (5) days a week.

Essential Duties & Responsibilities:
1. Purchase Order Management
•     Create, process, and track purchase orders (POs) for materials and services required to support the research and development activities and purchase requisitions placed by others in the organization.
•      Maintain accurate procurement records within enterprise resource planning (ERP) or supply chain management systems.
•      Reconcile orders as received in procurement system.
•    Track spending towards budget and report to monthly to Morrisville budget managers.
2. Vendor Coordination
•     Serve as a primary point of contact for vendors on routine order placements, delivery schedules, and basic inquiries.
•     Escalate issues or concerns—such as pricing discrepancies, supply shortages, or quality problems—to the Senior Manager as needed.
3. Inventory Monitoring
•    Collaborate with internal teams to understand inventory levels and anticipated demand for essential materials (e.g., reagents, disposables).
•    Report potential shortages or order delays to senior team members, helping to ensure uninterrupted supply for manufacturing.
4. Lab Management
•    Maintain lab inventory of consumables and office supplies; track and restock as needed.
•    Coordinate lab equipment maintenance, including cleaning schedules, calibration, and service/vendor interactions.
•    Assist with facilities management: gas supply, janitorial coordination, PPE restocking, and waste disposal.
•    Participate in lab safety initiatives and represent site needs as part of the safety committee. Author and update safety related SOPs as necessary.
•    Manage visitor control processes, including answering phones and overseeing badge/sign-in protocols.
5. Office Administration
•    Schedule and support internal and external meetings, including agenda coordination and documentation.
•    Track and assist in processing invoices and expense reports.
•    Help organize internal events and activities for the site.
6. Continuous Improvement Participation
•     Identify areas for process improvement in purchasing execution, such as streamlining order entry or enhancing data accuracy.
•     Share feedback and suggestions with the Senior Manager and other stakeholders to help refine overall procurement strategies and processes.

Qualifications:

•    Education/Training: 
o    Bachelor’s degree in supply chain management, Business Administration, Life Sciences, or a related field. 
o    Relevant work experience in lieu of degree will be considered.
•    Experience: 
o    2 - 4 years of experience in lab operations, facilities, or administrative support role (biotech or pharma preferred).
o    Familiarity with laboratory safety standards and facilities support operations.
•    Knowledge: 
o    Experience working with procurement system, inventory tools, and vendor management, and using an electronic notebook (ELN)
o    Basic familiarity with Microsoft Office suite (Excel, Word, PowerPoint). 
o    Familiarity with lab safety protocols and general scientific environment operations is a plus.
•    Skills: 
o    Detail Orientation: Capable of accurately handling documentation and data entry for purchasing activities. 
o    Communication: Strong written and verbal communication skills; comfortable interacting with vendors and internal teams. 
o    Time Management: Ability to manage multiple purchase orders and priorities in a fast-paced environment. 
o    Problem-Solving: Eagerness to troubleshoot routine procurement issues and escalate more complex problems to the Senior Manager. 
•    Certifications/Licenses: 
o    n/a

ProKidney is an equal employment opportunity employer and does not discriminate against any applicant because of race, creed, color, age, national origin, ancestry, religion, gender, sexual orientation, disability, genetic information, veteran status, military status, application for military service or any other class protected by state or federal law.

Applicants must be eligible to work in the United States without the need for work visa or residency sponsorship.