Lab Operations Coordinator

Freelancingforgood; United Kingdom; Remote; GBP 40,000 - 60,000; Part time

Job summary

A research organization is seeking a Lab Operations Coordinator to manage operational details within the lab. This remote position involves participant onboarding, tracking financial flows, and coordinating logistics for conferences. The ideal candidate has exceptional organizational skills, strong attention to detail, and experience with operational systems. Applications are open until filled, so candidates are encouraged to apply promptly.

Qualifications

• Proven ability to manage recurring tasks and deadlines.
• Commitment to accuracy in documentation and tracking.
• Experience with operational systems including financial tracking.

Responsibilities

• Manage participant onboarding and ensure teams are integrated.
• Coordinate conference attendance logistics for lab members.
• Track incoming and outgoing funds for projects.

Skills

Exceptional organizational skills

Strong attention to detail

Clear, professional written communication

Proactive communication style

Job description

Apart Research is looking for a Lab Operations Coordinator.

Overview:

• Freelance, part-time: 16-24 hours/week
• Language: English
• Location: Anywhere (Remote); significant working-hour overlap with UTC-6/7 and UTC+1/2
• Salary: not applicable
• Applications closing: until filled

Job Description

We’re seeking a Lab Operations Coordinator to ensure Apart Lab runs smoothly and is able to continue to scale efficiently. You’ll manage the operational details that enable our research teams to focus on their work, from onboarding new participants and tracking compliance to coordinating funding and conference logistics.

This role is ideal for someone who excels at keeping multiple systems running simultaneously. You’ll handle routine communications, maintain our operational infrastructure, track financial flows, and ensure nothing falls through the cracks. Strong organisational skills and attention to detail are essential.

Responsibilities

• Manage participant onboarding, ensuring all teams are seamlessly integrated into the existing Apart infrastructure
• Handle prospective participant inquiries and provide information about Fellowship and Studio programs
• Maintain operational documentation and update systems as processes evolve
• Coordinate conference attendance logistics to help as many people from the lab attend, and follow up on improvements through pre/post conference surveys
• Manage and scale existing research monitoring and assistance programs, such as our weekly progress forms
• Track incoming and outgoing funds for projects throughout their lifecycle
• Process approved funding distributions and onboard recipients to payment platforms (e.g., Ramp)
• Coordinate with appropriate parties for invoice generation and payment processing
• Assist in tracking and documenting grants, awards, and other recognitions received

Role Requirements

Required qualifications:

• Exceptional organizational skills with proven ability to manage recurring tasks and deadlines
• Strong attention to detail and commitment to accuracy in documentation and tracking
• Experience with operational systems including file management, user administration, and basic financial tracking
• Clear, professional written communication for participant-facing messages
• Reliable and consistent: Able to maintain weekly routines and follow through on commitments

Preferred experience:

• Background in AI/ML research, engineering, or technical program management
• Direct experience co-authoring academic papers or supporting research through publication
• Understanding of AI safety topics (e.g. model evaluation, interpretability, cybersecurity, multi-agent systems, AI governance)
• Experience mentoring or managing early-career researchers
• Track record of process improvement in research or academic settings

What makes you stand out

• Process-oriented mindset with ability to create systems that ensure nothing is missed
• Proactive communication style with strong follow-through on commitments
• Track record of maintaining accuracy in high-volume administrative work
• Experience in fast-paced, mission-driven organizations where processes are evolving
• Genuine interest in AI safety and Apart’s approach
• Self-directed work style with ability to manage recurring responsibilities independently

How to apply?

To apply for this role, please fill in the application form. As the role is opened until filled, we encourage you to apply as soon as possible.