Operations Specialist

Job Title: Operations Specialist / Laboratory Administrator

Reports to: Laboratory Director / Head of Operations

Location: Dubai, UAE

Position Type: Full-Time

Position Summary

We are seeking a highly organized, proactive, and versatile Operations Specialist / Laboratory Administrator to serve as the central administrative and operational hub for our facility.

This critical, multi-faceted role ensures the smooth day-to-day running of our office, provides exceptional support to our B2B clients, and manages key administrative functions, including our Laboratory Information System (LIS). The ideal candidate is a master multitasker, a professional communicator, and a reliable support pillar for our executive team.

Key Responsibilities

1. Reception & Front-of-House Management

• Serve as the first point of contact for the laboratory, greeting all clients, vendors, and visitors with a high level of professionalism.
• Manage the main phone line and general inquiry email inbox, routing all communications to the appropriate departments.
• Handle all incoming and outgoing mail, packages, and courier shipments, including the critical coordination of sample drop-offs and deliveries.
• Maintain a clean, organized, and welcoming reception and common area.

2. B2B Customer Support

• Act as a primary liaison for our business-to-business (B2B) clients (e.g., clinics, hospitals, research partners).
• Respond promptly to client inquiries regarding sample status, test results, billing, and service information.
• Onboard new clients, ensuring they have all necessary documentation, supplies, and system access.
• Troubleshoot and resolve client issues by coordinating with technical, billing, and scientific staff.

3. Office Management

• Oversee all general office operations and procedures to ensure organizational effectiveness and efficiency.
• Manage inventory and procure all office, kitchen, and administrative supplies.
• Coordinate with building management and external vendors for facilities maintenance, repairs, and services (e.g., IT, cleaning, security).
• Organize and manage meeting room schedules, event setup, and catering.

4. LIS Administration

• Assist in the day-to-day administration of the Laboratory Information System (LIS).
• Manage user accounts, set permissions, and perform routine data entry and data integrity checks.
• Act as the first-line support for internal staff experiencing LIS issues, troubleshooting basic problems.
• Liaise with the LIS vendor or internal IT team to resolve escalated technical issues.
• Generate routine reports from the LIS for management and operational analysis.

5. Executive Assistance & Operational Support

• Provide direct administrative support to the senior leadership team, including managing calendars, scheduling meetings, and coordinating travel.
• Assist in preparing reports, presentations, and internal communications.
• Support operational projects, such as process improvement initiatives and new service rollouts.
• Assist with new employee onboarding logistics, including workspace setup and system access.
• Handle confidential information with the utmost discretion.

Qualifications & Skills

Required:

• 3-5+ years of proven experience in a high-level administrative, office management, or operations role.
• Exceptional organizational, time-management, and multitasking skills with a sharp attention to detail.
• Strong professional communication (written and verbal) and interpersonal skills.
• Proven experience in a customer-facing role; B2B support experience is highly valued.
• Tech-savvy with high proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and the ability to learn new software systems quickly.
• Demonstrated ability to be proactive, self-directed, and a resourceful problem-solver.
• Ability to handle confidential information with discretion and professionalism.

Preferred:

• Bachelor's degree in Business Administration or a related field.
• Experience working in a laboratory, healthcare, biotech, or scientific environment.
• Direct experience administering or using a Laboratory Information System (LIS), CRM, or similar tools.
• Experience as an Executive Assistant supporting senior-level staff.

Please send your CV and a brief cover letter to

Job Type: Full-time