Lab operations assistant

at  Luxembourg Institute of Health

The main function of the lab operations assistant is to support daily lab operations. Furthermore, his/her duty involves the replacement of the receptionists as required.

KEY ACCOUNTABILITIES

Lab technical support:

• Department Stock Management: Manage common consumable stock (ordering, storage, refilling, supply, tracking and communication of shortages), and requesting quotes to distributors when required, monitor and manage common stock of chemicals (incl. regular update of chemical stock inventory and provide inventory list to all users)
• Lab coat responsible: every week, take the lab coats from Cell Culture and autoclaving. Replace the lab coats with clean ones.
• Autoclave responsible: autoclaving of the waste, autoclaving of clean material: Eppendorf for culture, water, glassware…, Filling of jars with tubes, bottles with water for autoclave.
• Dishwasher: daily tour of the lab and collect dirty glassware, wash dirty glassware.
• Cleaning tasks: cleaning of benches, shelves, and centrifuges, cleaning of hoods and incubators in cell culture, help and organization of freezers defrosting.
• Equipment and infrastructure: organize maintenance, relocation, and repair of lab equipment and infrastructure, coordinate announcements and repairs/constructions to DoCR staff, manage inventory including operating manuals, regularly check alarm systems for sensitive equipment and allocate space for new devices. Act as contact point for users and to Technical service/Building & Equipments department as required.
• Others: checking common buffers, preparing new ones if needed, and refilling when required. Support reorganization of rooms. Give training/introduction to the different areas incl. waste management.
• Administrative support: Follow-up of deliveries and repairs, contact point for suppliers/companies, ad hoc administrative assistance…

Reception duties:

• Maintain the Reception Area: Keep the reception area clean and free to ensure a welcoming environment.
• Welcome Visitors: Greet all visitors politely and courteously, addressing their requests and directing them appropriately.
• Phone Management: Answer, screen, forward all incoming calls, and relay messages to the relevant person.
• Visitor Recording: Maintain records of visitors, ensuring office security by following safety procedures and controlling access via the reception desk. Record details and follow up on non-returned passes.
• Deliveries and Mails: Accept deliveries and mail, organize them for distribution to the correct recipients, and ensure timely delivery. Manage outgoing mail and packages for pickup.
• Facility Checks: Perform regular checks in meeting rooms, coffee corners, and the kitchen to ensure they are in perfect condition to receive employees and guests.
• Key Management: Manage keys (e.g., LIH car, nitrogen tank key), keeping records up to date.
• PO’s management: Manage purchase orders according to the procedures in place (quotation requests, ordering, and invoice verification) - Register orders in the database and ensure that it is up to date.
• Administrative Tasks: Perform a variety of basic administrative and clerical tasks as requested.
• Receptionist Scheduling: Participate in managing the presence/absence planning of receptionists.

KEY SKILLS, EXPERIENCE AND QUALIFICATIONS

• Min. BTA/MTA/Bachelor with ideally 2 years of related experience.
• Strong organizational skills, ability to effectively organize, prioritize and execute tasks in a highly dynamic environment, with respect of the deadlines
• Ability to demonstrate problem-solving, critical thinking, attention to detail, and communication skills. Excellent relational skills, helpfulness, good listening skills, and discretion.
• Autonomy in organizing work, proactive attitude.
• Ability to work cooperatively with others.
• Adjust vacation requests based on colleagues’ schedules to ensure that vacations are not taken simultaneously.
• IT skills: Word, Excel, Outlook, Odoo, SharePoint, Cloud…
• Languages skills: French, English (good oral and written command mandatory), German and Luxembourgish is an asset.

• Maintain the Reception Area: Keep the reception area clean and free to ensure a welcoming environment.
• Welcome Visitors: Greet all visitors politely and courteously, addressing their requests and directing them appropriately.
• Phone Management: Answer, screen, forward all incoming calls, and relay messages to the relevant person.
• Visitor Recording: Maintain records of visitors, ensuring office security by following safety procedures and controlling access via the reception desk. Record details and follow up on non-returned passes.
• Deliveries and Mails: Accept deliveries and mail, organize them for distribution to the correct recipients, and ensure timely delivery. Manage outgoing mail and packages for pickup.
• Facility Checks: Perform regular checks in meeting rooms, coffee corners, and the kitchen to ensure they are in perfect condition to receive employees and guests.
• Key Management: Manage keys (e.g., LIH car, nitrogen tank key), keeping records up to date.
• PO’s management: Manage purchase orders according to the procedures in place (quotation requests, ordering, and invoice verification) - Register orders in the database and ensure that it is up to date.
• Administrative Tasks: Perform a variety of basic administrative and clerical tasks as requested.
• Receptionist Scheduling: Participate in managing the presence/absence planning of receptionists