Operations Executive/Manager (Laboratory/ Heathcare/ Pharma)

Gene Solutions; Petaling Jaya; On-site; MYR 60,000 - 90,000; Full time

Job summary

Gene Solutions is seeking an Operations Executive/Manager to lead the end-to-end Sample-to-Report Operations, ensuring a smooth, accurate and timely journey from sample collection through final test report delivery.

The role includes sample management, QC, data entry, logistics coordination and coordination with laboratories to ensure timely reporting to healthcare providers and patients. Collaboration with Sales, Customer Service, Laboratory, Finance & Admin is essential.

Qualifications

• Diploma or Bachelor's in Biomedical Science, Medical Laboratory Technology, Life Sciences, Healthcare, Logistics, or related field.
• Experience in diagnostics or laboratory operations is preferred.
• Strong attention to detail and accuracy.
• Excellent organizational and stakeholder-management skills.
• Ability to manage multiple priorities in a fast-paced setting.

Responsibilities

• Oversee end-to-end sample workflow from collection to report delivery.
• Perform and supervise sample QC checks and documentation.
• Coordinate daily logistics with healthcare institutions and couriers.
• Ensure data entry into systems is accurate and traceable.
• Monitor turnaround times and report delivery to stakeholders.
• Lead and develop the operations team where applicable.
• Develop CAPA and drive continuous improvement.

Skills

Operations management

Logistics coordination

Data entry

Quality control

Stakeholder communication

Education

Bachelor's degree in Biomedical Science / Life Sciences

Diploma in Healthcare Operations

Logistics certification (optional)

Tools

Microsoft Office

LIMS

ERP systems

CRM software

Job description

Gene Solutions is a genetic testing and precision medicine company specializing in advanced genomic solutions across reproductive health and oncology. Our solutions are now available across Asia, the Middle East, the United States and Brazil, supporting healthcare providers and patients with innovative and accessible genomic testing.

Role Purpose

The Operations Executive / Manager is responsible for leading and managing the company’s end-to-end Sample-to-Report Operations, ensuring a smooth, accurate and timely operational journey from sample collection through final test report delivery.

The role oversees sample management and QC, data entry, logistics coordination, sample tracking, laboratory/result follow-up and test report delivery.

The role is expected to demonstrate strong ownership and proactiveness by identifying potential operational risks early, resolving issues promptly and ensuring effective communication with all relevant stakeholders.

Key Responsibilities

1. Sample Management & Quality Control

• Manage the end-to-end sample workflow from sample collection/receipt until successful delivery to the designated laboratory.
• Perform and/or oversee sample QC checks, including sample condition, volume, tube type, labelling and completeness of required documentation.
• Ensure samples are handled, stored and transported according to established SOPs and test requirements.
• Identify sample-related issues promptly and coordinate corrective actions to minimize sample rejection, redraw and testing delays.
• Maintain accurate sample tracking and ensure every sample is properly accounted for throughout the process.

2. Logistics Management

• Coordinate daily sample pickup and delivery with healthcare institutions, internal teams, couriers and logistics service providers.
• Monitor sample movements closely, particularly for time-sensitive, outstation and high-risk samples.
• Proactively identify potential logistics risks and implement appropriate mitigation plans.
• Manage logistics incidents and ensure timely communication, escalation and resolution.
• Monitor logistics service provider performance, responsiveness, service quality and adherence to agreed requirements.
• Support logistics coverage and operational readiness as the business expands into new territories.

3. Data Entry & Documentation

• Ensure accurate and timely registration of patient, sample and test information into relevant systems.
• Verify information against request forms and supporting documentation to minimize errors.
• Maintain complete, accurate and traceable operational records.
• Ensure patient and customer information is handled confidentially and according to company policies and applicable requirements.

4. Test Result Tracking & Report Delivery

• Monitor test progress and expected reporting timelines for all samples.
• Track laboratory turnaround time (TAT) and proactively follow up on tests approaching or exceeding expected TAT.
• Coordinate with local and/or regional laboratories regarding pending results, additional information requirements and reporting delays.
• Ensure completed test reports are accurately matched to the correct patient/customer before release.
• Coordinate timely and secure delivery of reports to the authorized healthcare provider/customer through approved channels.
• Maintain proper records and traceability of report delivery.
• Proactively communicate reporting delays or issues to relevant stakeholders.
• Serve as the key operational point of contact for sample-to-report related matters.
• Work closely with Sales, Customer Service, Laboratory, Finance & Admin, regional teams and external service providers.
• Identify potential operational risks and issues before they impact customers or turnaround time.
• Ensure critical or high-risk cases are escalated promptly to the Finance & Admin Manager and/or Country Director as appropriate.
• Conduct root-cause analysis for recurring operational incidents.
• Develop and implement corrective and preventive actions (CAPA) and ensure proper follow-through until closure.

6. Team & Process Management

• Lead and supervise the sample management/operations team, where applicable.
• Establish and maintain clear workflows, SOPs, responsibilities and operational controls.
• Monitor team workload, performance and adherence to established processes.
• Provide training, coaching and guidance to improve team competency and operational standards.
• Drive continuous improvement initiatives to enhance operational efficiency, accuracy and turnaround time.

7. Operational Performance & KPI Monitoring

• Monitor, analyze and regularly report operational performance and trends.
• Key operational indicators include sample rejection/redraw rate, sample QC issues, data-entry accuracy, pickup and delivery TAT, delayed or missed samples, logistics incidents, laboratory/reporting TAT, report delivery accuracy and service provider performance.
• Highlight significant risks, recurring issues and improvement opportunities to management and recommend appropriate actions.

Requirements

• Diploma or Bachelor’s Degree in Biomedical Science, Medical Laboratory Technology, Life Sciences, Healthcare, Logistics, Business Operations or a related discipline.
• Relevant experience in diagnostics, laboratory operations, healthcare operations, medical logistics or a similar environment.
• Strong attention to detail with a high level of accuracy.
• Strong organizational, coordination and problem-solving skills.
• Ability to manage multiple priorities and time-sensitive operational matters.
• Strong sense of ownership, accountability and urgency.
• Proactive mindset with the ability to anticipate potential operational issues.
• Good communication and stakeholder-management skills.
• Comfortable working in a fast-paced and growing organization.
• Good working knowledge of Microsoft Office and relevant operational/data-management systems.

For Manager-level candidates: Prior experience in team leadership, process improvement, logistics/vendor management, incident management and operational KPI management is preferred.

Ownership | Proactiveness | Accountability | Attention to Detail | Operational Discipline | Problem Solving | Sense of Urgency | Communication | Team Leadership | Continuous Improvement

Key Objective

To ensure a seamless and reliable Sample-to-Report journey — from sample collection, QC, data entry and logistics through laboratory processing, result tracking and final report delivery — ensuring that the right sample, with the right information, produces the right report and reaches the right healthcare provider accurately and on time.