Job Description:
We are seeking a highly organised, proactive and detail-oriented Operations Coordinator to support our team with essential administrative and logistics tasks. The successful candidate will play a key role in day-to-day logistics, customer service, maintaining the running of the office, and assisting the wider team with all aspects of administration. The role requires the right candidate to be able to multitask, prioritise workflow, and work to tight deadlines in a dynamic environment. Individual motivation is key as well as the ability to work as part of a team.
Full time flexible hours between 9am – 5.45pm (core hours 9.30am - 4.30pm Monday - Friday)
This is a current vacancy available for immediate start.
Colab Services is a laboratory testing facilitation service for private healthcare practitioners. We are a growing company undertaking daily, global logistics. Day to day, this means we ship kits out to patients and support logistics of healthcare related samples direct to specialised laboratories around the world. You will be joining a small, dynamic, and dedicated team.
Key Responsibilities
- Coordinate domestic and international shipments, including the management of time sensitive biological samples and specialist courier requirements
- Monitor active shipments, being proactive to ensure time sensitive deliveries remain on schedule, investigating and resolving issues that may occur
- Daily package tracking and arranging/confirming collections.
- Communication with practitioners and their patients for collection notifications
- Handle logistics-related email correspondence as part of wider administrative duties and ensuring timely communication with suppliers, couriers, and internal teams.
- Maintaining the logistics database. Keeping Courier logistics spreadsheet up to date alongside the white-board, website portal and MOHS- so status matches journey point and folders
- Maintain accurate records of orders, invoices, and transport documentation.
- Generate Shipping Quotes
- Specialist logistics management relating to dry ice shipments
- Coordinating stock and managing office and fulfilment supplies and monitor test kit inventory
- Contact with Couriers via phone email, building relationships with account managers
- Weekly end finance checks relating to invoices/deliveries
- Generate all waybills required for shipping purposes
- Shared responsibility for the creation of paid order/kits and logging all information in the appropriate format
- Support management of office phone enquiries
- Monitor and respond to shared inbox enquiries
- Support with finding phlebotomists/coordinating phlebotomist/patients/clinics
- Uphold company standards and policies
- Becoming an expert in our products, processes and operations
- Office upkeep
Skills & Experience
Essential
Previous experience in an administrative role.
Strong proficiency in MS Office (Word, Excel, Outlook).
Excellent organisational and time management skills.
Strong attention to detail
Strong communication skills, both written and verbal.
Ability to multitask and work independently.
Ability to remain composed and work effectively under pressure
Desirable
Experience in logistics, fulfilment, operations and courier management
Experience in healthcare, diagnostics, laboratory services or related sector
Inventory management experience
Experience working in a small business environment
Full training will be given on proprietary aspects of the role relating to logistics and administration.
Job Type: Full-time
Benefits:
- Company pension
- Additional leave between Christmas and New Year
- Free on-site parking
Schedule:
Ability to commute/relocate:
- Lincoln, LN2 4WJ: reliably commute or plan to relocate before starting work (required)
Education:
- GCSE or equivalent (preferred)
Experience:
- office administration: 2 years (required)
- Work Location: In person
Pay: £24,420.00-£28,000.00 per year
Benefits:
- Additional leave
- Flexitime
- Free parking
- On-site parking
Work Location: In person
