Job Purpose:
The Lab Operations Executive plays a key role in supporting laboratory operations through data management, workflow optimization, material control, and cross-functional collaboration. This position contributes to continuous improvement initiatives, ensuring data accuracy, operational efficiency, and alignment with quality standards.
Key Responsibilities:
1. Data Management & Business Intelligence
Monitor and maintain lab performance dashboards and TAT (Turnaround Time) reports to ensure data integrity.
Design and automate reports for lab performance, non-conformities, and client service metrics.
Manage and optimize Airtable structures and interfaces, including Lab Wikipedia, Client Wikipedia, and Reference Ranges.
Maintain Jira workflows for the laboratory; develop automation and support workflow improvements.
Review and support lab-related Jira deployments, ensuring relevance and usability for operational needs.
2. Operations Support & Process Improvement
Respond to operational queries and complaints via Jira, including cross-functional coordination with QA, IT, and Engineering.
Collaborate on lab improvement initiatives, both tech-driven and operations-driven.
Manage e-signature setup for lab personnel and maintain related compliance records.
Support Lab Directors on special projects and ad-hoc operational needs.
3. Material Management & Cost Control
Oversee laboratory material usage across sections: monitor stock levels, assess utility, and coordinate with procurement and finance teams.
Process and track purchase orders for lab supplies and reagents.
Analyze material consumption versus sales volume to evaluate efficiency and control costs.
Investigate discrepancies in usage and recommend corrective actions to reduce waste.
Update cost-per-test mapping and product utilization reports monthly for finance.
Perform random audits of material usage, identify process risks, and implement improvements.
Maintain records to support internal and external quality audits (e.g., ISO standards).
4. Quality Management & Compliance
Support the implementation and maintenance of quality management systems aligned with ISO 15189:2022 and the Vietnamese Ministry of Health’s Decision 2429/BYT criteria.
Monitor compliance with laboratory quality policies, SOPs, and regulatory requirements.
Assist in preparing and coordinating internal and external audits, accreditation assessments, and inspections.
Track and analyze quality indicators (e.g., non-conformities, corrective actions, proficiency testing, customer feedback).
Maintain accurate documentation to ensure traceability and audit-readiness at all times.
Collaborate with QA and Lab Directors to implement continuous quality improvement initiatives.
5. Administrative & people operations
Track weekly lab attendance and overtime; consolidate and report to the Lab Manager.
Support documentation and reporting for compliance and operational transparency.
Job requirements:
Education
Bachelor’s degree in Business Administration, Supply Chain Management, Finance, Life Sciences, or a related technical field.
Experience
Minimum 2 years of experience in business analysis, operations, or related roles.
Prior experience in healthcare, diagnostics, or laboratory operations is preferred.
Exposure to ISO 15189:2022 accreditation or 2429/BYT quality standards is a strong advantage.
Technical Skills
Proficient in Microsoft Excel and PowerPoint.
Experience with Power Query, SQL, Airtable, or Jira is a strong advantage.
Analytical & Operational Mindset
Detail-oriented with strong problem-solving and analytical skills.
Ability to work with complex datasets and drive process efficiencies.
Domain Knowledge (Preferred, not mandatory)
Familiarity with medical laboratory workflows, automation platforms, and quality management systems.
Language Skills
Good command of English, both written and spoken.
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