Lab Operation Support and Purchasing Admin

BTI Solutions•San Jose, CA

2d•Onsite

About The Position

The Lab Operation Support and Purchasing Admin is responsible for managing all aspects of lab purchasing and shipping, including vendor identification, quotation requests, price negotiation, and invoice processing in collaboration with the Finance Purchasing team. This role involves maintaining purchasing records, tracking orders in JIRA, and managing Confluence space for documentation. Additionally, the admin provides comprehensive administrative support to lab leadership, handles HR tasks such as onboarding and offboarding, resolves employee relations issues, and organizes team events. Key responsibilities also include physical audits, inventory management, asset support, and coordinating incoming shipments. The position requires strong technical aptitude, physical capability to handle lab equipment, and proficiency in various operating systems and collaboration tools. The company, BTI, is a national staffing firm committed to fostering a supportive and empowering workplace, offering competitive compensation, health and wellness benefits, and professional development opportunities. They uphold values of integrity, excellence, collaboration, innovation, and impact, and are dedicated to diversity, equity, and inclusion.

Requirements

Ability to learn new technologies with an interest in expanding and applying this knowledge as new emerge
Able to lift 50 lbs
Able to move servers to and from main DC to the colocation and labs
Proficient knowledge of confluence, Microsoft Windows, Linux OS types
Hands on, self-starter who is comfortable with multiple tasks in a team environment
Five+ years of purchasing and inventory management experience
Administrative experience
Solid spreadsheet skills
Ability to effectively communicate (verbal and written correspondence) in a professional and courteous manner with technical and non-technical personnel
Strong technical, analytical, and problem solving skills
Ability to complete tasks and deliverables within expected timelines
Excellent organizational skills, strong attention to details, and willingness to learn and be methodical about following procedures
Able to work independently as a part of a larger team in a global organization
Able to multitask in high pressure situations and take ownership of project / tasks from planning, deployment, and post-deployment support
After hours and weekend support and/or alternative work schedules are required at various points in the year

Responsibilities

Manage labs’ purchase & shipping requests including invoices
Identify and contact vendors for specifics items per projects need
Maintain purchasing information, files/records, and new vendor registration
Request quotations for comparison and price negotiation with vendors
Prepare require docs & submit order requests & work closely with Finance Purchasing team to provide necessary info to complete internal PO process
Actively follow up for status of PO, follow up with vendors on ETA and delivery schedule
Receive new orders and enter in JIRA system for tracking purpose, maintain life cycle of JIRA system
Maintain Confluence space for group; documentation of HR/Legal/Project related information
Provide Administrative support to the lead & management of lab
Perform HR task (On-board & Off-board, Handle and resolves employee relations issues)
Organize & support team events
Collaborate with Finance/Accounting for invoicing and payment processing
Drive physical audits and perform regular inventory and support asset management team
Prepare and coordinate and receive incoming shipments
Compare packing lists with purchase details to ensure accurate make, model, and quantities are received
Perform ad hoc requests as directed by on-site management
Collaborate and maintain business relationships in order to meet and exceed client expectations with respect to Business as Usual and project activities
Train, mentor, and suggest improvements / modifications