Detail-Driven Office Coordinator (Lab Support)

Deibel Laboratories; Madison (WI); On-site; USD 25,000 - 28,000; Full time

Job summary

Deibel Laboratories is seeking an Office Associate in Madison, WI, to play a crucial role in keeping samples moving through the testing process. You will enter and verify client and testing information, coordinate communications with clients, and support courier logistics and daily workflows.

The role emphasizes accuracy, organization, and proactive problem-solving in a fast-paced laboratory environment, with daily interaction across client services and laboratory staff.

Qualifications

• High school diploma or equivalent required.
• Previous administrative, office, customer service, data entry, laboratory support, logistics, dispatch, or similar experience preferred.
• Strong computer and data-entry skills with the ability to learn new systems.
• Proficiency with Microsoft Office or similar business applications.
• Strong written and verbal communication skills.
• Strong organizational and time-management skills.
• Ability to maintain accuracy while working at a steady pace and managing multiple priorities.
• Ability to work effectively both independently and as part of a team.
• Ability to handle confidential information with professionalism and discretion.

Responsibilities

• Accurately enter and maintain sample, client, and testing information in laboratory systems.
• Review sample labels, submission documentation, client specifications, emails, job aids, and other information to ensure work is entered and processed correctly.
• Manage daily email and phone communications with clients, providing timely, professional follow-up and excellent customer service.
• Work closely with Sample Receiving to help establish an efficient daily workflow and keep samples moving through the laboratory.
• Identify client-specific testing requirements, orders, charges, and documentation needs.
• Recognize patterns and anticipate next steps so required paperwork, packets, and information are prepared at the right point in the workflow.
• Dispatch Deibel couriers for daily client pickup routes and communicate route or pickup information as needed.
• Coordinate with laboratory departments to communicate client needs, sample information, and other time-sensitive requirements.
• Maintain client specifications, office files, reference materials, and guidance documents.
• Assist clients with non-technical questions and appropriately route technical questions to the correct laboratory resource.
• Enter information accurately and efficiently across multiple systems while managing competing priorities.
• Identify and help resolve discrepancies or missing information before they create delays downstream.
• Remain aware of laboratory workflow and changing priorities so the Office can respond quickly when needs shift.
• Support shipping, office supplies, documentation, and other administrative functions as assigned.
• Maintain confidentiality and handle client and company information professionally.
• Adapt to changing responsibilities as laboratory and client needs evolve.

Skills

Attention to detail

Data entry

Customer service

Communication

Organization

Teamwork

Education

High school diploma

Tools

Microsoft Office

Job description

Deibel Laboratories is seeking an Office Associate in Madison, WI, to play a crucial role in keeping samples moving through the testing process. You will enter and verify client and testing information, coordinate communications with clients, and support courier logistics and daily workflows.

The role emphasizes accuracy, organization, and proactive problem-solving in a fast-paced laboratory environment, with daily interaction across client services and laboratory staff.