Description

The Operations and Systems Coordinator supports the day-to-day operational needs of the organization by managing procurement workflows, assisting with finance-related processes, and ensuring the smooth operation of IT systems and internal databases. This role is critical in maintaining operational efficiency, compliance, and cross-functional communication—particularly in support of the company’s research and development activities.

 
Key Responsibilities

• Procurement and Vendor Management
  • Oversee the full procurement lifecycle, including vendor sourcing, quotation negotiation, and purchase order creation.
  • Track and manage the delivery status of all procured items, ensuring timely receipt and resolution of delays or discrepancies.
  • Build and maintain strong vendor relationships while optimizing pricing, quality, and service levels.
  • Maintain accurate procurement records and vendor documentation in compliance with internal policies and regulatory standards.
  • Analyze procurement trends to identify cost-saving opportunities and improve purchasing efficiency.
  • Work closely with the finance team to reconcile invoices with purchase orders and delivery receipts to support accurate payment processing
• Operational Coordination
  • Serve as the primary point of contact for internal operational requests, process bottlenecks, or vendor-related issues.
  • Develop, document, and maintain Standard Operating Procedures (SOPs) for procurement, financial workflows, and database use.
  • Identify, recommend, and help implement improvements to enhance overall operational efficiency.
• Facilities Management
  • Coordinate with internal stakeholders to ensure laboratory and office facility needs are met, including supply deliveries, equipment setup, and routine maintenance.
  • Act as the liaison with building facilities management for issues related to utilities, safety, HVAC, cleaning, waste disposal, and emergency protocols.
  • Manage vendor access and scheduling for facility-related service providers and contractors.
  • Monitor the general condition of lab and office environments and escalate facility concerns as needed to ensure compliance and functionality.
  • Support internal teams with lab space planning, seating assignments, and operational readiness for new hires or team expansions.
• IT and Database Management
  • Collaborate with IT teams to troubleshoot issues, implement system updates, and provide basic tech support or onboarding for internal users.
  • Support system integrations across procurement, finance, and project tracking tools to streamline operations.

Requirements

Required Qualifications

• Bachelor’s degree in Business Administration, Operations Management, or a related field
• 2–4 years of experience in operations, procurement, finance support, facilities coordination, or database management—preferably in a CRO, biotech, or life sciences environment
• Experience with procurement and accounting platforms (e.g., QuickBooks, ERP systems)
• Proficiency in IT tools, spreadsheets, and databases (e.g., Smartsheet, Excel, or Airtable)
• Strong organizational skills and attention to detail

Preferred Qualifications

• Experience in a regulated industry such as pharmaceuticals, biotech, or contract research organizations (CROs)
• Familiarity with compliance standards such as FDA, GLP, or GMP
• Understanding of basic logistics, delivery tracking practices, and lab facility operations
• Experience coordinating with building management teams or commercial landlords