Laboratory Coordinator Administrative

Responsibilities

• Manage all samples (raw material, bulk and packaged good) submitted by production, QA and R&D from receipt into the lab to release to the appropriate NAI department.
• Review test request forms and identify samples for microbiological versus analytical testing and for in-house versus contract testing.
• Consult with lab supervisors regarding methods applicability and validity, turnaround times and rush options.
• Populate all online logbooks and databases (including but not limited to Baan and LIMS) with samples information, testing requirements and Estimated Release Dates (ERDs).
• Manage contract testing and ensure accurate and timely sample processing at the contract lab.
• Reply to routine ERD inquiries (via email and phone) from other departments (primarily QA, Planning and Client Services).
• Update appropriate logbooks and databases to reflect testing progress, assay results, and final sample release from QC.
• Review paper and electronic QC records to ensure that all entries are up-to-date, accurate and consistent.
• Maintain an organized and cleaned front office (including samples storage and office supplies).
• Packaging and shipping samples to contract labs (nationally and internationally) and reviewing receipt confirmation for accuracy of sample description and quantity, testing methodology and processing time (standard versus rush) requested.
• Maintain effective written communication with contract labs regarding sample processing, testing progress and delays, OOS and retest needs, and finally issuance of valid COAs.
• Reach out to submitting department when additional information is needed in regards to material, testing methodology, or specifications.
• Consult with QC management for reply to non-routine testing inquiries.
• Cook with QA department to ensure that all annual testing requirements are met for raw materials and finished products.
• Process sample paperwork reviewed by supervisors and distribute to appropriate department.
• Attend inter-department meetings as QC representative for samples processing and release.
• Supply price quotes for in-house and contract testing to Client Services and Planning as needed.
• Aid in the on-boarding of new personnel: including touring the facility, providing maps and phone lists, and desk supplies.
• Research and suggest additional contract labs that may be utilized for new products.
• Evaluate Daily Reports for accuracy (Daily Log/Daily Release)
• Manage, track and document all QC purchases (office and lab supplies, chemicals and media)
• Ensure and maintain adequate inventory of office supplies
• Collaborate with the Purchasing department to process purchases made via submission of a Purchasing Requisition form and creation of a Purchase Order
• Establish and maintain effective relationship with vendors for which ordering is done directly via vendor websites.
• Coordinate with the shipping and receiving department to manage logistics of received purchases and to close corresponding POs in Baan.
• Process and code all lab invoices (mostly expenses from contract testing) for the Accounting department.
• Ensure invoices accuracy and consistency with the expected costs based on requested tests, contract lab price lists and processing time.
• Draft and submit DCRs per supervisors and manager directives.
• Serve as a backup to the “Laboratory Coordinator - Operations”
• Perform other duties as requested.

Qualifications

• BS, BA in Chemistry, Biochemistry, Microbiology or Nutrition
• Experience in scientific industry, preferably in a QA/QC environment
• Good computer skills with knowledge of Microsoft Word, Access and Excel
• Effective oral and written communication and team facilitation skills
• Ability to maintain documentation with emphasis on accuracy and attention to detail
• Ability to interact tactfully and professionally with other NAI departments, contract labs and vendors
• Ability to multi task, work effectively and handle frequent interruptions in a fast paced environment
• Detail oriented with ability to exercise good judgment and decision making skills and escalate issues/concerns appropriately
• Ability to work in a GLP/GMP regulated environment