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Operations Specialist

Artech LLC

Cambridge, MA

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JOB DETAILS
SALARY
SKILLS
Administrative Skills, Asset Management, Asset Management Software, Biotech and Pharmaceutical, Capital Equipment, Catering Services, Communication Skills, Corporate Policies, Credit Cards, Delivery Driving, Detail Oriented, ERP (Enterprise Resource Planning), Equipment Maintenance/Repair, Expense Management, Expense Reports, Finance, Inventory Management, Inventory Reports, Laboratory, Leadership, Logistics, Maintain Compliance, Maintenance Services, Office Management, On Site Support, Operations Management, Organizational Skills, Preventative Maintenance, Productivity Management, Purchasing/Procurement, Reconciliation, Research & Development (R&D), Schedule Development, Shipping/Receiving, Time Management, Travel Planning
LOCATION
Cambridge, MA
POSTED
30+ days ago
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 (FedEx, UPS, DHL) and handling sensitive or temperature-controlled R&D shipments.

About the Company

A

Artech LLC

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