Operations Specialist

Operations Specialist

The Operations Specialist supports the execution of laboratory operational initiatives across Kaycha Labs' multi-state network. This position serves as a junior member of the Operations team and provides hands-on support for laboratory projects, process improvements, new laboratory initiatives, operational transitions, workflow implementations, equipment and inventory projects, training coordination, and other site-specific operational needs. Because the position works directly within analytical laboratory environments, the Operations Specialist must possess a scientific foundation and the ability to understand laboratory workflows, instrumentation, quality requirements, and operational processes. The position requires up to 80% travel to Kaycha laboratory locations and works closely with Operations leadership, Lab Directors, laboratory management, analysts, and cross-functional teams to execute company initiatives and improve operational consistency across locations.

Essential Duties & Responsibilities:

• Multi-Site Operations Support
• Travel frequently to Kaycha Labs locations to provide on-site operational and project support.
• Serve as an on-site resource for Operations leadership during assigned projects, initiatives, transitions, and other operational needs.
• Assist laboratory leadership with the implementation of operational initiatives, procedures, workflows, and company standards.
• Observe laboratory operations and workflows to identify inefficiencies, inconsistencies, resource needs, or opportunities for improvement.
• Assist with resolving routine operational challenges and escalate significant concerns, risks, or barriers to Operations leadership.
• Support laboratories during periods of operational transition, increased workload, staffing changes, new process implementation, or other business needs.
• Develop an understanding of individual market requirements and operational differences to effectively support laboratories across multiple states.
• Project Coordination & Execution
• Support operational projects from planning through completion under the direction of Operations leadership.
• Maintain project plans, timelines, action-item trackers, meeting notes, and other project documentation.
• Coordinate with laboratory leadership and cross-functional teams to ensure assigned project tasks are completed.
• Follow up with project stakeholders regarding outstanding deliverables, deadlines, and action items.
• Identify project delays, barriers, or resource needs and communicate them to Operations leadership.
• Provide regular project and site updates, including progress, outstanding items, concerns, and recommended next steps.
• Assist with special projects and company-wide operational initiatives as assigned.
• Process Improvement & Standardization
• Assist with the implementation and standardization of operational processes across Kaycha Labs locations.
• Identify differences in workflows and practices between locations and communicate findings to Operations leadership.
• Assist with documenting current-state and future-state workflows.
• Support the development, refinement, rollout, and implementation of operational SOPs, processes, checklists, templates, and best practices.
• Monitor implementation of new processes and provide feedback regarding effectiveness, challenges, and opportunities for improvement.
• Assist Operations leadership with gathering information and operational data needed to evaluate performance and make business decisions.
• New Laboratory, Expansion & Transition Support
• Assist with operational activities related to new laboratory openings, relocations, expansions, acquisitions, and other major site projects.
• Support project plans involving laboratory setup, equipment, supplies, inventory, vendors, documentation, and operational readiness.
• Coordinate assigned activities with laboratory personnel, vendors, contractors, and internal departments.
• Assist with readiness checks and follow-up activities to ensure outstanding items are completed before and after implementation.
• Provide hands-on support during launches and transitions as directed by Operations leadership.
• Training & Implementation Support
• Assist with the rollout of new operational procedures, systems, tools, and company initiatives.
• Reinforce established processes and expectations while working with laboratory teams.
• Assist with coordinating training and implementation activities with appropriate subject matter experts.
• Help develop job aids, checklists, process documentation, and other materials that support consistent execution.
• Provide feedback to Operations leadership regarding areas where additional training or clarification may be needed.
• Operational Coordination
• Assist with coordinating equipment, supplies, inventory, shipping, vendors, service needs, and other operational resources associated with assigned projects.
• Support equipment and inventory documentation and assist with maintaining accurate operational records.
• Coordinate with appropriate internal departments to address operational needs identified while supporting laboratory locations.
• Assist with vendor coordination, scheduling, shipment tracking, and issue resolution when related to assigned operational projects.
• Maintain organized, accurate, and easily retrievable project and operational documentation.
• Communication & Reporting
• Maintain effective communication with Operations leadership, Lab Directors, managers, and cross-functional partners.
• Provide timely updates regarding site activities, project progress, operational concerns, and outstanding action items.
• Document observations and findings from site visits and communicate recommended follow-up actions.
• Escalate significant operational, compliance, safety, personnel, or business concerns to the appropriate leadership team.
• Maintain professionalism and confidentiality when working across laboratory locations and handling sensitive business information.
• Other duties and special projects as assigned.

Skills, Abilities and Competencies:

• Excellent communication skills and ability to effectively work, problem solve, and communicate with multiple levels of the organization.
• Ability to effectively work with cross-functional partners to implement effective SOPs and scalable solutions.
• Ability to demonstrate a high degree of attention to detail and accuracy.
• Strong agility, engagement, and flexibility in an ever-changing environment.
• Diligent commitment to logging, organizing, and analyzing data.
• Ability to work in a dynamic, fast-paced deadline environment while successfully managing multiple tasks.
• Strong knowledge of Microsoft Office, including Excel, PowerPoint, and Word.
• Strong knowledge working with document management systems.
• Strong understanding of standard laboratory protocol.

Education & Experience:

• Bachelor's degree in Chemistry, Biology, Physics, Engineering, Environmental Science, or a related scientific field required.
• 1-3 years of experience in laboratory operations, analytical laboratory work, project coordination, or a related scientific environment preferred.
• Experience working in a regulated laboratory, cannabis/hemp testing, food science, environmental testing, pharmaceutical, or similar industry preferred.
• Familiarity with analytical laboratory workflows, instrumentation, sample processing, quality systems, and laboratory safety practices preferred.
• Experience supporting projects, process improvements, laboratory implementations, or operational initiatives is a plus.
• Proficiency with Microsoft Office and/or Google Workspace, including spreadsheets, documents, and presentation tools.
• Ability to learn laboratory systems, workflows, SOPs, and regulatory requirements across multiple states and locations.

Other:

• Must pass Level 2 background check.
• Must be at least 21 years old.
• Kaycha Labs offers a competitive and comprehensive benefits package including health, dental, vision and time off.
• Kaycha Labs is an Equal Opportunity Employer - All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

Essential Functions:

• The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is frequently required to stand, handle or feel, to speak, and to hear. The employee is occasionally required to walk, sit, reach with hands and arms, bend, kneel, crouch, or crawl. The employee must frequently lift and/or move up to thirty-five (35) pounds. Specific vision abilities required for this job include close (proximity) vision, depth perception, and the ability to adjust focus.
• The work environment described here is representative of that which an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The standard analytical laboratory environment is one in which potential health hazards do exist. Administrative, operations, technical, and professional staff are expected to safely operate in accordance with applicable and appropriate health and safety policies and procedures, as prescribed by the applicable and appropriate Kaycha manuals and policies and/or federal, state, or local standards. Laboratory staff can be expected to work in areas where hazards associated are with, but not