Admin Assistant III/Research Operations Coordinator

Boehringer Ingelheim; Ridgefield (CT); On-site; USD 55,000 - 75,000; Full time

Job summary

Boehringer Ingelheim in Ridgefield, CT seeks a Research Operations Coordinator to provide administrative and project-coordination support for the Discovery Research Coordination (DRC) team. Responsibilities include PO/invoice administration, event support, vendor onboarding, and travel management.

The role also assists with special projects, updating databases, and tracking tactical actions from team meetings. A Bachelor's degree is required and prior admin coordination experience is preferred.

Qualifications

• Bachelor's degree required.
• Strong organizational and communication skills are essential.
• Experience coordinating projects, procurement, and events is preferred.

Responsibilities

• Purchase orders and invoice processing using WeBuy/SAP.
• Coordinate weekly action items and track deliverables.
• Administer processes and update relevant databases.
• Manage event logistics including room reservations, AV, and catering.
• Coordinate vendor communications and onboarding activities.
• Support lab equipment marketplace and related transfers.
• Handle travel bookings for the DRC team.

Skills

Organizational skills

Communication

Self-directed work style

Education

Bachelor's degree

Tools

WeBuy/SAP

Microsoft Outlook

Microsoft Forms

PADS

Job description

The Research Operations Coordinator provides practical administrative and project-coordination support to the Discovery Research Coordination (DRC) team in Ridgefield. Responsibilities include but are not limited to administration and tracking of purchase orders, invoice processing, event support management, vendor onboarding, communications and travel management for the team.

This role will also assist in special projects as they arise, administering certain processes and procedures including the update of relevant databases and keeping visibility on tactical actions that are assigned as part of Research Coordination Team Meetings.

Certain Key Responsibilities

• Purchasing and financial administration: Create and amend purchase orders in WeBuy/SAP; manage goods receipts for services, subscriptions, and operating expenses; follow up on invoice status
• Project coordination: Collect weekly action items from the DRC team, follow up with owners, and help keep tactical deliverables and deadlines on track
• Project administration: Administer process for specifically assigned process, collecting information, addressing or escalating issues as needed and updating relevant databases
• Event and workshop support: Manage room reservations, coordinate audiovisual and catering support with suppliers, submit service audio forms, communicate with attendees, and manage related logistics
• Communications: Create and distribute save-the-date calendar invitations, develop and send Microsoft Forms for feedback, and submit digital-signage requests through the PADS system
• Vendor / external party coordination: Request quotes, support vendor communications, and coordinate new-vendor onboarding activities, including CDA/NDA preparation, Cloud Vendor Risk Assessments, and Sourcing onboarding
• Equipment marketplace administration: Monitor the Lab Equipment Marketplace, maintain transfer lists, and follow up with the appropriate team contact as needed
• External support coordination: Field routine questions from external parties and connect them with Lectrona support when appropriate.
• Travel support: Assist the DRC department with travel-booking activities
• Strong organizational skills and attention to detail
• Ability to manage multiple routine requests, follow up consistently, and communicate status clearly
• Professional written and verbal communication skills for working with internal teams, vendors, and external parties
• Comfort learning and using business systems such as WeBuy/SAP, Microsoft Outlook, Microsoft Forms, PADS, and other related internal tools
• Ability to follow established procedures and handle administrative information responsibly
• Self-directed, service-oriented working style with sound judgment about when to escalate questions
• Ability to quickly learn and become proficient with new databases, systems and software tools
• Prior experience in administrative coordination, project support, procurement support, event logistics, or research operations is preferred

Bachelors degree