Facilities & Lab Operations Coordinator

Provivi•Santa Monica, CA

2d•Onsite

About The Position

Provivi is seeking a hands-on, highly organized, part-time Facilities & Lab Operations Coordinator to support the day-to-day operation of our Santa Monica facility. This is an onsite role responsible for making sure the workplace and laboratory environment remains safe, organized, supplied, and operational. The Facilities Manager will serve as the primary point person for routine facility needs, vendors, shipping and receiving, supplies, safety checks, and general site coordination. This role is a good fit for someone who enjoys owning the details behind a well-run workplace. You'll work closely with our R&D team and other business functions, taking ownership of facility operations so scientists and other team members can stay focused on their primary work. Because this is a working laboratory environment, the role requires comfort operating around laboratory supplies, chemicals, equipment, and established safety procedures. Scientific expertise is not required.

Requirements

Prior experience in facilities coordination, office/lab operations, workplace operations, or a similar hands-on operational role.
Strong organizational skills and comfort managing many small, recurring responsibilities without requiring significant oversight.
Experience coordinating vendors, supplies, deliveries, shipping, or facility services.
Ability to identify an issue, determine the appropriate next step, and follow it through to completion.
Comfortable working onsite in a laboratory/R&D environment where chemicals and specialized equipment are present.
Strong attention to safety, documentation, and established procedures.
Able to perform routine physical aspects of facility operations, including receiving packages, organizing supplies, and moving reasonably sized materials.
Comfortable working with employees across Supply Chain, R&D, Accounting, HR, Legal, and other functions.
Reliable and able to maintain a consistent three-day-per-week onsite schedule.

Nice To Haves

Experience supporting a laboratory, biotech, chemical, life-sciences, or R&D environment would be particularly helpful, but isn't necessarily required.

Responsibilities

Serve as the primary onsite point of contact for facility needs, maintenance issues, and day-to-day site operations.
Keep common areas, storage, shipping/receiving, and shared workspaces clean, organized, stocked, and operational.
Coordinate cleaning, maintenance, dry ice delivery, chemical waste pickup, and other recurring facility services.
Monitor facility and office supplies, maintain appropriate inventory levels, and reorder as needed.
Conduct regular site walkthroughs with R&D and site leadership to identify maintenance needs and opportunities for improvement.
Receive incoming packages and materials and route them to the appropriate employees or teams.
Coordinate outbound shipments, including packaging, shipping documentation, EPA-compliant product labeling, carrier requirements, and applicable regulatory requirements.
Maintain an organized shipping and receiving area and adequate inventory of shipping supplies.
Maintain appropriate shipment, packing list, and receiving documentation.
Partner with Accounting on shipping invoices, approvals, and month-end inventory needs.
Coordinate routine laboratory supply and vendor needs, including gas tanks, dry ice as needed, and other facility-supported materials.
Support chemical and laboratory material receiving, inventory documentation, and storage processes.
Coordinate chemical and laboratory waste pickup and maintain associated records.
Monitor equipment maintenance (weight balances, GC machines, deli fridges, etc.) schedules and coordinate service as needed.
Partner with R&D on facility needs while leaving scientific and technical decisions with appropriate R&D team members.
Conduct and document routine interior and exterior facility and laboratory safety inspections and escalate concerns promptly.
Monitor fire extinguishers, medical emergency supply cabinet, eyewash stations, and other facility safety equipment and coordinate required inspections or service.
Maintain facility safety documentation, including SDS records and applicable vendor and waste documentation. Following up with suppliers in the event an SDS is required on file.
Coordinate periodic safety walkthroughs with R&D and other appropriate stakeholders.
Help ensure facility vendors, storage areas, and routine operations follow established company safety requirements.
Manage day-to-day relationships with cleaning, maintenance, waste, shipping, supply, and other facility vendors.
Schedule recurring and ad hoc services and follow through to ensure work is completed.
Review facility-related invoices and coordinate approvals and documentation with Accounting.
Receive, sort, and distribute physical mail; scan and digitize documents as appropriate; and electronically route materials to Accounting, HR, Legal, or other teams for review and action.
Maintain facility records, schedules, and documentation while identifying practical ways to improve reliability, organization, and cost.