Operations Coordinator

Oregon Bioscience Incubator and OTRADI; Portland (OR); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Health insurance

Paid time off

Vision insurance

Job summary

Oregon Bioscience Incubator and OTRADI in Portland, OR, is seeking an Operations Coordinator to manage day-to-day facility operations across labs, offices, and shared spaces. You will ensure safety, organization, and reliable operations while delivering outstanding service to client companies, partners, and visitors.

This hands-on role combines facilities management, vendor coordination, safety compliance, and administrative support to keep complex operations running smoothly.

Qualifications

• Excellent organizational skills and attention to detail.
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Responsibilities

• Oversee facility operations and maintenance across labs, offices, and shared spaces.
• Coordinate maintenance, repairs, and vendor scheduling.
• Serve as liaison with building management, janitorial services, and vendors.
• Support day-to-day lab operations and space transitions for clients.
• Maintain safety compliance and documentation.
• Manage supplies, inventory, and purchase orders.

Skills

Organizational skills

Communication

Multitasking

Microsoft Office

Lifting/light loads

Onsite work

Tools

Inventory management systems

Access control systems

Job description

Position Overview

The Operations Coordinator is responsible for the day-to-day operations of OBI's labs, offices, and shared spaces. This role ensures our facility remains safe, organized, and fully operational while providing outstanding service to our client companies, partners, vendors, and visitors.

This is a highly visible, hands-on position that combines facilities management, client support, vendor coordination, safety compliance, and administrative operations. The ideal candidate is proactive, organized, resourceful, and enjoys building relationships while keeping complex operations running efficiently.

Key Responsibilities

Facility Operations & Maintenance

• Conduct daily walkthroughs to ensure lab, office, and shared spaces are clean, safe, organized, and fully operational.
• Maintain inventory and restock supplies for labs, offices, kitchens, and common areas.
• Keep storage areas, vacant spaces, and shared environments organized and ready for use.
• Coordinate facility maintenance, repairs, equipment servicing, certifications, and vendor scheduling.
• Serve as OBI's primary liaison with building management, janitorial services, and facility vendors.
• Track maintenance records, work orders, and equipment service schedules.
• Manage keys, parking assignments, and electronic access systems.

Lab Operations Support

• Support the day-to-day operation of shared laboratory spaces.
• Coordinate maintenance and certification of shared laboratory equipment.
• Prepare lab spaces for new client companies and support smooth space transitions.
• Help maintain consistent operational standards across shared laboratory environments.

Client Experience & Community Support

• Serve as a primary point of contact for client companies regarding facility and operational needs.
• Coordinate onboarding and offboarding of client companies.
• Assist with office and laboratory space transitions and occupancy tracking.
• Maintain client records, including Certificates of Insurance (COIs) and quarterly employee rosters.
• Draft and distribute building updates, maintenance notices, and operational communications.
• Coordinate BioMember space usage and support a welcoming community environment.

Safety & Compliance

• Support OSHA compliance and laboratory safety standards.
• Maintain safety documentation and assist with facility inspections.
• Coordinate biohazard waste removal and related vendor services.
• Maintain and update the Employee Handbook and Client Company Handbook as needed.

Administrative & Operational Support

• Purchase supplies and manage purchase orders, inventory, and vendor invoices.
• Maintain operational systems including GoDaddy, payroll calendar templates, and internal documentation.
• Coordinate daily mail and package distribution.
• Provide front desk reception, telephone coverage, and general administrative support.
• Maintain digital and physical operational records.

Events & Facility Support

• Support logistics for meetings, events, and community programs.
• Coordinate room setup, vendor access, and facility readiness.
• Assist with occasional evening events and ensure spaces are reset afterward.

Process Improvement

• Identify opportunities to improve operational efficiency and client experience.
• Develop and maintain standard operating procedures.
• Recommend improvements to systems, workflows, and facility operations.

Qualifications

Required

• Excellent organizational skills and attention to detail.
• Strong communication and relationship-building skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office and common administrative software.
• Ability to lift and move light to moderate loads.
• Ability to work onsite full time.

Preferred

• Experience working in a laboratory, technical, healthcare, coworking, or regulated environment.
• Experience coordinating vendors, facilities, or building operations.
• Familiarity with inventory management, access control systems, or operational software.
• 2 to 5+ years of experience in facilities coordination, office management, operations, property management, or a related field.

What We're Looking For

The ideal candidate is someone who:

• Takes ownership and follows through.
• Is service-oriented and responsive.
• Builds strong relationships with clients and vendors.
• Is equally comfortable working independently and as part of a collaborative team.
• Takes pride in creating an environment where others can do their best work.

Pay: $60,000.00 - $70,000.00 per year

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off
• Vision insurance

Why Join OBI?

At OBI, you\'ll help support startups developing life-changing technologies while becoming part of a collaborative, mission-driven team. Your work will directly contribute to creating an environment where innovation can thrive.

If you\'re someone who enjoys making complex operations look effortless and takes pride in creating exceptional experiences, we\'d love to hear from you.