Laboratory Administrative Specialist II

Provides administrative support for laboratory activities and other stakeholders. Coordinates lab-related processes, maintains documentation, and supports data and reporting activities to ensure efficient and compliant lab operations for a petroleum analytical laboratory. Works within a technical and regulated environment, partnering with laboratory personnel, scientists, and operations teams to support workflow coordination, recordkeeping, and administrative functions.

Responsibilities

• Serve as a StarLIMS (internal and external) resource to assist in setting up customers and their projects in LIMS.
• Research, compile, and prepare reports or correspondence related to operational, financial, or compliance activities.
• Process invoices for applicable cost centers, update vendor profiles, generate and complete material requisitions, generate and close project AFEs, and track costs.
• Track expenditure and budget/forecast, handle regulatory filings and compliance documentation, and manage performance reporting and audit requests.
• Administer processes for vehicle procurement/registration and Request for Service (RFS) coordination.
• Update and maintain logs, trackers, and databases for compliance, training, and operational data.
• Coordinate travel arrangements for leaders and employees, as needed.
• Answer multi-line telephone system and respond to inquiries from both internal and external customers.
• Coordinate mail/shipping delivery and collection, and manage office cleaning and maintenance.
• Provide guidance to field personnel, internal teams, and external stakeholders on administrative processes, including handling materials charges and account classifications.
• Maintain folders and shared drives, ensuring proper organization and retention of documentation.
• Serve as a liaison between laboratory operations and headquarters for administrative and compliance-related matters.
• Assist with the preparation and coordination of meetings, training sessions, and safety events, including booking facilities, scheduling, ordering supplies or catering, and preparing presentations and materials.
• Support employee onboarding activities.
• Access, retrieve, and maintain information using various systems, including customizing dashboards and templates for reporting purposes.
• Prepare and reconcile data for reporting purposes, including invoices and budget tracking.
• Order and maintain inventory of office supplies.
• Provide ongoing support for departmental audits and special projects.
• Perform tasks related to Department of Transportation (DOT) or other regulatory compliance and safety procedures.

Requirements

• High school diploma.
• 1-2 years of related work experience.
• Experience with office equipment such as computers, calculators, keyboards, two-way radios, facsimile machines, and document scanners.
• Experience and training related to spreadsheet and text software (e.g., Excel, Access database, Word), transmission pipeline system operations, AFEs, completion reports, budget processes, classification of accounts, and ONE Call procedures.
• Experience interpreting, compiling, composing, revising, and/or preparing information such as correspondence, reports, policies, procedures, contracts, agreements, and job orders.

Skills

• Knowledge of organizational workflows, basic compliance requirements, and operational processes.
• Knowledge of standard reporting systems and data entry procedures.
• Knowledge of administrative best practices and company policies.
• Ability to support the implementation of administrative processes to ensure efficiency and accuracy.
• Ability to assist with cross-departmental tasks and support process improvements.
• Ability to compile and prepare operational data for reporting purposes.
• Ability to communicate effectively with teams and ensure accurate documentation of administrative activities.
• Skills in data entry, document management, and basic report preparation.
• Intermediate use of office software for data tracking and reporting (e.g., Excel, Word).
• Time management, prioritization, and multitasking in a structured environment.

Physical Demands

• Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects.
• Standing: Occasionally.
• Walking: Frequently.
• Sitting: Constantly.
• Lifting: Occasionally (up to 10 pounds).
• Carrying: Occasionally.
• Pushing/Pulling: Occasionally.
• Climbing (ladders, stairs): Occasionally.
• Balancing: Occasionally.
• Stooping/Kneeling/Crouching/Crawling: Occasionally.
• Reaching: Constantly.
• Handling/Fingering/Feeling: Constantly.
• Talking/Hearing: Frequently.
• Tasting/Smelling: Occasionally.
• Near Vision: Constantly (clarity of vision at 20 inches or less).
• Far Vision: Frequently (clarity of vision at 20 feet or more).
• Depth Perception: Frequently.
• Color Vision: Constantly.

Working Conditions

• Subject to inside environmental conditions: well-lighted, climate-controlled areas.
• Frequent repetitive motion.
• Constant use of CRT (Computer Monitor(s)).
• Some travel may be required; may involve driving and require an applicable driver's license.

Pay

Expected salary range: $51,000.00 - $77,000.00.