Job Description

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

info@atoglab.com

Job Type: Full-time