Account Management - Operations Specialist, Scheduling And Cell Logistics

Account Management - Operations Specialist, Scheduling and Cell Logistics#26-08901 Cambridge, MA All On-site Job Description Account Management - Operations Specialist, Scheduling and Cell Logistics

Job Title:

Operations Specialist

Location:

Onsite at Cambridge (Kendall Square), MA.

Hours:

Mon-Fri 8am-5pm 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 Microsoft 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 (FedEx, UPS, DHL) and handling sensitive or temperature-controlled R D shipments.

EEO:

"Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of - Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans."