Lab Coordinator

Job Description

Job Description

JOB DESCRIPTION

Summary/Objective:

The Lab Coordinator is responsible for receiving, documenting, scheduling, routing, and coordinating laboratory samples to ensure timely and accurate testing. This position determines the appropriate internal laboratory destination for samples, maintains the laboratory schedule in Excel, coordinates shipment of samples to third-party laboratories, receives and files third-party laboratory results, and communicates results or status updates to Quality as needed. The role requires strong attention to detail, organization, follow-through, and effective communication with laboratory, Quality, and external testing partners.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Receive incoming samples and verify sample information, labeling, documentation, condition, and required testing instructions for completeness and accuracy.
• Determine the appropriate internal laboratory or testing area for each sample based on test requirements, sample type, and established procedures.
• Enter received samples into the laboratory schedule in Excel to support testing prioritization, workflow planning, and sample tracking.
• Maintain accurate sample receipt, scheduling, routing, shipment, and result records in accordance with good documentation practices and applicable procedures.
• Coordinate shipment of samples to approved third-party laboratories, including preparation of required paperwork, chain-of-custody information, shipping documentation, and related records.
• Place or coordinate test orders with third-party laboratories as assigned and track sample status through completion.
• Receive third-party laboratory results, review them for completeness, file them appropriately, and distribute or report results to Quality as required.
• Communicate with laboratory personnel, Quality, and third-party laboratories regarding sample status, testing needs, documentation questions, and result availability.
• Identify sample receipt, routing, documentation, scheduling, or result discrepancies and escalate issues to Laboratory Management or Quality as appropriate.
• Promote a culture of safety, quality, accuracy, compliance, and continuous improvement within the laboratory.

Non Essential Functions

Support laboratory and Quality activities as needed, including assisting with sample tracking, documentation organization, vendor communication, shipment follow-up, and workflow improvement initiatives.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice

Work Environment

This position operates primarily in a regulated laboratory and office environment and requires adherence to applicable safety, quality, documentation, sample handling, shipping, and compliance procedures. The role involves working with laboratory personnel, Quality, third-party laboratories, sample documentation, Excel schedules, shipping records, and laboratory filing systems.

Essential Functions Communication (Speech & Composition)

Expression of a level to communicate fluently with employees, customers and others in English to obtain and provide complex information. Vocalize and explain detailed data and problem-solve, both in-person and by telephone. Capable of interpretation of technical materials, oral presentation of reports and able to adapt vocabulary, tone and content for listener.

Comprehension and expression of a level to routinely draft narrative information, compose routine correspondence on own initiative, make comprehensive notes in English. May involve a large volume of such composition.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Employee will occasionally lift up to 15 pounds, walk, repeatedly bend, and smell. Employee will frequently read with attention to detail, seeing things near and far, distinguish basic colors and shades of colors and use routine hearing abilities. Employee will continuously sit for extended period of time, have routine hearing abilities.

Environmental Factors:

The environmental factors described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Employee will occasionally work alone. Employee will frequently work closely with others. Employee will continuously work in an inside environment.

Travel

Minimal travel required; occasional travel may be required for training, vendor meetings, or business needs.

Required Education, Skills and Experience

• Bachelor’s degree in Chemistry, Biology, Food Science, Microbiology, Pharmaceutical Sciences, or a related scientific discipline required.
• Experience in a laboratory, quality, regulated manufacturing, sample receiving, or technical coordination environment.
• Proficiency with Microsoft Excel, including accurate data entry, schedule maintenance, tracking logs, and routine spreadsheet updates.
• Strong attention to detail is mandatory, with the ability to review sample information, documentation, results, and records for accuracy and completeness.
• Ability to organize multiple samples, priorities, shipments, and deadlines while maintaining accurate records and timely communication.
• Knowledge of good documentation practices and ability to follow written procedures consistently.
• Ability to communicate clearly and professionally with laboratory personnel, Quality, vendors, and third-party laboratories.

Preferred Education, Skills and Experience

• Experience ordering tests and coordinating samples with third-party laboratories such as Silliker, Eurofins, Alkemist, or similar external testing providers.
• Experience preparing sample shipments, shipping documentation, chain-of-custody forms, and related records.
• Experience receiving, filing, and distributing third-party laboratory results in a quality or regulated environment.
• Familiarity with laboratory sample management systems, LIMS, Quality systems, or document control practices.
• Experience interacting with Quality, vendors, shipping carriers, or cross-functional laboratory teams.