Office Associate

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

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Office Associate

Full Time Clerical/Office Madison, WI, US

3 days ago Requisition ID: 2295

Salary Range: $18.00 To $20.00 Hourly

Office Associate

Deibel Laboratories

Schedule: Sunday - Thursday from 9am - 5:30pm

Salary Range: $18 - $20 (DOE)

About the Role

At Deibel Laboratories, our Office Associates are an important part of the laboratory operation. The Office serves as a key connection point between our clients, Sample Receiving, and the laboratory teams responsible for testing.

This is not a traditional administrative position. It is a fast-paced, detail-driven role where accuracy, organization, communication, and the ability to think ahead matter every day.

As an Office Associate, you will work with sample information, client instructions, emails, laboratory documentation, and internal systems to help ensure samples move accurately and efficiently through the testing process. You will also communicate directly with clients, coordinate courier pickups, and work closely with Sample Receiving and other laboratory departments.

The strongest candidates are naturally curious, organized, resourceful, and comfortable connecting information from multiple sources. If you are someone who notices patterns, catches details others may miss, takes ownership of your work, and likes staying one or two steps ahead, this may be a great fit.

What You'll Do

• 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.

These responsibilities build on the existing Deibel description, including client communication, client specifications, data entry, problem-solving, shipping, and flexibility to meet changing laboratory needs.

What Will Help You Succeed

We're looking for someone who combines strong attention to detail with an awareness of the bigger picture. You are likely to be successful in this role if you:

• Have strong attention to detail and can quickly spot inconsistencies or missing information.
• Are good at recognizing patterns and connecting information from different sources.
• Take initiative and personal ownership rather than waiting for every next step to be assigned.
• Think ahead and organize your work around what will be needed next.
• Stay focused and accurate in a fast-paced environment with frequent changes in priorities.
• Communicate clearly and professionally by email, phone, and in person.
• Are comfortable working independently while remaining highly connected to a team.
• Are curious and resourceful when something does not look right or information is incomplete.
• Can manage multiple priorities without losing track of important details.
• Understand how your work affects the people and processes that come after you.
• Enjoy being part of a team where people depend on one another to keep the day moving.

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.

Physical Requirements

• Ability to work for prolonged periods at a desk and computer.
• Ability to lift up to 15 pounds occasionally.

Why This Role Matters

Every sample that enters our laboratory represents a client depending on Deibel for accurate, reliable food safety testing.

Office Associates may not perform the laboratory testing itself, but their work helps make that testing possible. Accurate information, clear communication, thoughtful organization, and timely coordination at the beginning of the process can affect everything that follows.

At Deibel Laboratories, we take pride in the role each associate plays in supporting food safety and protecting the people and communities our clients serve. Our work is guided by our principles of Quality, Service, Partnership, Professionalism, Education, and Transparency.

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Deibel is committed to fostering a diverse and welcoming workplace with people of all types of backgrounds and experiences.