Lab Administrator

About the Role

Order Processing & Project Administration

• Receive approved customer orders from Sales and set up new project files within the company document management system.
• Translate engineering Bill of Materials (BOMs) into purchase requisitions for specialized GC hardware, columns, and calibration gas standards.
• Track component delivery schedules, flag long-lead items, and coordinate with the Operations Manager to align material availability with lab assembly timelines.
• Act as the primary administrative point of contact for external client logistics teams and internal sales management.

Documentation Control & Quality Dossier Preparation

• Assemble, organize, and format final customer documentation.
• Collect technical test reports, peak chromatograms, tuning sheets, and calibration records generated by Tuning Engineers and Chemists.
• Compile component traceabilities, material test certificates (MTRs), hazardous area compliance certificates (ATEX, IECEx, UL), and Certificate of Origin documents.
• Maintain centralized digital and physical archives of standard operating procedures (SOPs), application notes, and project revision histories.

Laboratory Operations & Facilities Support

• Manage general laboratory administration, including consumables inventory management (carrier gases, calibration cylinders, tubings, fittings, ferrules, lab supplies).
• Coordinate customer visits for Factory Acceptance Testing (FAT), managing visitor access, logistics, meeting schedules, and sign-off documentation.
• Oversee routine lab calibration equipment maintenance schedules and third-party tool certification records.

Qualification and Experience

• Associate's or Bachelor's Degree in a related technical field.
• 3-5 years of experience in order handling, supply chain management, logistics, technical document control, or laboratory administration within an industrial manufacturing, instrumentation, oil & gas, or engineering company environment.

Competencies

• Rigorous organization: exceptional attention to detail in tracking multi-item project BOMs and organizing technical document packages without errors.
• Proactive communication: ability to coordinate across cross-functional teams (Proposal Engineers, Technicians, Managers, Customers).
• Multitasking agility: ability to balance routine laboratory administration duties with urgent project order processing demands.

Skills

• Proficiency with ERP systems (e.g., SAP, CRM) for order entry, inventory control, and BOM tracking.
• Advanced proficiency in Microsoft Office (Word, Excel, Adobe Acrobat Pro) for document formatting and dossier compilation.
• Working knowledge of technical documentation structures (e.g., ITPs, FAT procedures, material certificates, logistics documentation).

About Yokogawa