Operations Assistant, CBLS

Key Responsibilities

• Serve as the primary reception point for CBLS, welcoming visitors, tenants, researchers, staff, vendors, and guests in a professional, and customer-focused manner.
• Answer, screen, and route incoming calls and inquiries.
• Maintain visitor sign-in/sign-out procedures, badges, and arrival notifications while fostering a welcoming, professional environment.
• Provide information, directions, and assistance to all stakeholders by delivering exceptional customer service and communicating effectively with individuals from a wide range of backgrounds and organizations.

Building Operations & Administrative Support

• Monitor building access by issuing and deactivating key cards/fobs and maintaining access records.
• Cook up and track facility maintenance, repairs, cleaning, security, and other building service requests with vendors and Facilities staff.
• Support scheduling and setup for conference rooms, shared spaces, and building events.
• Receive, log, and distribute mail, packages, and deliveries.
• Maintain inventories of office, kitchen and cleanroom supplies and assist with purchases.
• Aid in emergency preparedness activities, including fire drills, evacuation procedures, and visitor accountability.
• Assist with staff and tenant onboarding/offboarding and maintain operational records, databases, filing systems, reports, correspondence, budgets, contracts, and vendor documentation.
• Aid in hospitality functions by maintaining clean, organized, and well-stocked common areas, including kitchen and beverage stations.

Program and Event Support

• Support CBLS programs by assisting with the planning, scheduling, setup, and coordination of meetings, workshops, and special events.
• Cook up room reservations, catering, supplies, deliveries, vendor access, and event logistics while providing a welcoming experience for attendees.
• Aid in event setup, breakdown, and restoration of shared spaces, and provide occasional support during early morning, evening, or weekend events.

Safety & Compliance

• Assist the Building Operations Manager with Environmental Health & Safety (EH&S) programs, laboratory safety initiatives, inspections, emergency preparedness, and regulatory compliance.
• Maintain safety documentation, training records, signage, and compliance records.
• Cook up with EH&S staff, contractors, and service providers, and report safety concerns while assisting with corrective action follow-up.