Lab Operations Coordinator

The Laboratory Operations Coordinator is responsible for independently coordinating day-to-day laboratory operational processes under general supervision. The role coordinates loading dock operations, shipping and receiving, inventory control, procurement, logistics, routine safety processes, hazardous waste coordination, and laboratory operational support for the Imperial Energy Innovation Centre (Quarry Park Campus).

The role serves as a primary operational contact for vendors, laboratory staff, and internal stakeholders to ensure supplies, samples, equipment, shipments, safety documentation, and lab-related operational processes are coordinated accurately and on time. The role is accountable for operational execution and issue resolution within established SAIT policies and procedures while escalating matters requiring final approval, budget authority, policy interpretation, or management decision-making.

How you'll contribute

 Stock and Inventory Maintenance    

• Owns the day-to-day coordination of lab inventory processes, including inventory records, stock-level monitoring, replenishment planning, receiving, storage, distribution, audit readiness, and discrepancy follow-up.
• Leads procurement coordination and ordering for site stores, chemicals, gas cylinders, lab supplies, and related operational materials, ensuring requests are aligned with lab demand, procurement requirements, and operational timelines.
• Coordinates materials and chemical disposal activities, including scheduling, documentation follow-up, vendor coordination, and compliance-related tracking.
• Reviews inventory trends, identifies stock or process issues, resolves order discrepancies or delays within established procedures, and escalates exceptions requiring management, budget, vendor contract, or policy approval.

Loading Dock Operations

• Coordinates the day-to-day operations of the loading dock and yard including regular use of a forklift or vertical lift, shipment scheduling, delivery prioritization, dock access, and yard organization, ensuring efficient material flow, operational continuity, and safety compliance.
• Monitors incoming and outgoing shipments for damage, compliance requirements, documentation accuracy, and special handling needs, including TDG-regulated materials, hazardous materials, and specialized laboratory deliveries.
• Coordinates logistics activities with vendors, couriers, contractors, and internal departments to prevent delays, resolve operational issues, and support continuity of lab services.
• Analyzes and reviews weekly delivery schedules, identifies conflicts or risks, and coordinates adjustments to optimize dock utilization and reduce disruption to lab operations.

Safety and Emergency Procedures

• Coordinates routine lab safety processes for the Imperial Energy Innovation Centre (Quarry Park Campus), including daily loading dock safety checks, monthly safety review follow-up, corrective action tracking, safety documentation, safety equipment checks, guest and contractor safety orientation, and fire drill support.
• Acts as the main operational contact for documenting and routing hazards, incidents, lab equipment failures, and safety follow-up items, escalating matters requiring management involvement or formal safety/compliance authority.
• Coordinates hazardous waste pickup processes, including scheduling, vendor coordination, documentation follow-up with lab users, and completion of required records to support compliance and operational continuity.
• Supports ongoing COR audit readiness by maintaining routine safety records, compiling documentation, tracking follow-up items, and coordinating required operational actions with lab staff, Facilities, vendors, and the Lab Operations Manager.

Administrative Duties

• Serves as the primary operational contact for procurement coordination, courier invoices, outgoing shipments, customs-related shipment issues, inventory records, routine safety documentation, and lab equipment inventory records.
• Coordinates end-to-end procurement administration, including plan-to-buy processes, requisition-to-purchase-order conversion, documentation follow-up, invoice coding, and issue resolution in partnership with Finance and Procurement.
• Manages and resolves customs or international shipment issues by coordinating with vendors, couriers, internal stakeholders, and relevant service providers to minimize disruption to lab operations.
• Maintains lab equipment inventory records and follows up with lab users on preventive maintenance requirements, documentation, and outstanding operational actions.
Customer Support and Special Assignments
• Responds to operational inquiries from lab users, vendors, contractors, couriers, and internal departments, resolving issues within the area of responsibility and escalating matters requiring management or approval authority.
• Coordinates documentation and scheduling for materials and chemical disposal activities, ensuring required paperwork is complete, accurate, and aligned with established safety and compliance requirements.
• Supports additional lab operations, safety, logistics, and service-related projects as required to maintain continuity of lab operations.

What you bring

Education
• Diploma in Administration, Inventory Management, Distribution Coordination, Procurement, or an equivalent combination of education and experience.
Experience
• 5 years of experience in inventory coordination, procurement coordination, shipping and receiving, logistics, laboratory operations, safety coordination, or a related operational environment.
Skills
• Attention to detail
• File management
• Time management
• Strong written and verbal communication skills