Job Purpose:
The Lab Operations Executive plays a key role in supporting laboratory operations through data management, workflow optimization, material control, and cross-functional collaboration. This position contributes to continuous improvement initiatives, ensuring data accuracy, operational efficiency, and alignment with quality standards.
Key Responsibilities:
1. Data Management & Business Intelligence
- Monitor and maintain lab performance dashboards and TAT (Turnaround Time) reports to ensure data integrity.
- Design and automate reports for lab performance, non-conformities, and client service metrics.
- Manage and optimize Airtable structures and interfaces, including Lab Wikipedia, Client Wikipedia, and Reference Ranges.
- Maintain Jira workflows for the laboratory; develop automation and support workflow improvements.
- Review and support lab-related Jira deployments, ensuring relevance and usability for operational needs.
2. Operations Support & Process Improvement
- Respond to operational queries and complaints via Jira, including cross-functional coordination with QA, IT, and Engineering.
- Collaborate on lab improvement initiatives, both tech-driven and operations-driven.
- Manage e-signature setup for lab personnel and maintain related compliance records.
- Support Lab Directors on special projects and ad-hoc operational needs.
3. Material Management & Cost Control
- Oversee laboratory material usage across sections: monitor stock levels, assess utility, and coordinate with procurement and finance teams.
- Process and track purchase orders for lab supplies and reagents.
- Analyze material consumption versus sales volume to evaluate efficiency and control costs.
- Investigate discrepancies in usage and recommend corrective actions to reduce waste.
- Update cost-per-test mapping and product utilization reports monthly for finance.
- Perform random audits of material usage, identify process risks, and implement improvements.
- Maintain records to support internal and external quality audits (e.g., ISO standards).
4. Quality Management & Compliance
- Support the implementation and maintenance of quality management systems aligned with ISO 15189:2022 and the Vietnamese Ministry of Healths Decision 2429/BYT criteria.
- Monitor compliance with laboratory quality policies, SOPs, and regulatory requirements.
- Assist in preparing and coordinating internal and external audits, accreditation assessments, and inspections.
- Track and analyze quality indicators (e.g., non-conformities, corrective actions, proficiency testing, customer feedback).
- Maintain accurate documentation to ensure traceability and audit-readiness at all times.
- Collaborate with QA and Lab Directors to implement continuous quality improvement initiatives.
5. Administrative & people operations
- Track weekly lab attendance and overtime; consolidate and report to the Lab Manager.
- Support documentation and reporting for compliance and operational transparency.
Job requirements:
Education
- Bachelors degree in Business Administration, Supply Chain Management, Finance, Life Sciences, or a related technical field.
Experience
- Minimum 2 years of experience in business analysis, operations, or related roles.
- Prior experience in healthcare, diagnostics, or laboratory operations is preferred.
- Exposure to ISO 15189:2022 accreditation or 2429/BYT quality standards is a strong advantage.
Technical Skills
- Proficient in Microsoft Excel and PowerPoint.
- Experience with Power Query, SQL, Airtable, or Jira is a strong advantage.
Analytical & Operational Mindset
- Detail-oriented with strong problem-solving and analytical skills.
- Ability to work with complex datasets and drive process efficiencies.
Domain Knowledge (Preferred, not mandatory)
- Familiarity with medical laboratory workflows, automation platforms, and quality management systems.
Language Skills
- Good command of English, both written and spoken.
