Operations Specialist
Spectraforce
Cambridge, Massachusetts
2 hours ago
Job Description
Job Title: Operations Specialist
Location: Onsite at Cambridge (Kendall Square), MA.
Hours: Mon-Fri 8am-5pm
Duration: 9 Months
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.
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 54.00/hr.
Location: Onsite at Cambridge (Kendall Square), MA.
Hours: Mon-Fri 8am-5pm
Duration: 9 Months
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.
Applicant Notices & Disclaimers
- For information on benefits, equal opportunity employment, and location-specific applicant notices, click here
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 54.00/hr.