Sample Registration Specialist

The Sample Registration Specialist plays a key role in supporting laboratory operations by registering, preparing, and coordinating samples throughout the testing process. This mixed role combines responsibilities in sample registration, sample preparation, client services, shipping and receiving, and internal sample delivery. You will work in a fast-paced laboratory and production-style environment, ensuring that samples are accurately logged, labeled, prepared aseptically, and delivered on time to meet client deadlines. This position offers clear advancement opportunities within a structured career path and the chance to grow your skills in a modern laboratory setting.

Responsibilities

• Work in the sample registration area from approximately 9:00 a.m. to 1:00/2:00 p.m., focusing on the intake and registration of incoming samples.
• Open incoming packages and verify contents against accompanying documentation.
• Register samples accurately in the system, ensuring all information is entered correctly and completely.
• Label samples precisely, confirming that lot numbers, sample information, and other identifiers match all documentation.
• Spend approximately 75% of the day working in the sample registration area using a conveyor system to manage sample flow.
• Transition in the afternoon (approximately 1:00/2:00 p.m. to 5:30 p.m.) to a variety of tasks in sample preparation, client services, shipping, and sample running.
• Prepare samples for laboratory processing using aseptic techniques to maintain sample integrity.
• Assist laboratory staff with tasks such as cleanup, stocking samples, disposing of samples, media preparation, and other support activities as needed.
• Respond to client questions via email, providing clear and timely information related to sample status and services.
• Help manage sample inventory, including shipping and receiving, to ensure proper tracking and availability of samples.
• Serve as a sample runner by transporting samples from the preparation area to the laboratory in an accurate and timely manner.
• Maintain high attention to detail when handling and documenting samples to ensure accuracy and compliance with procedures.
• Work efficiently in a fast-paced environment while managing repetitive and routine tasks with consistency and care.
• Collaborate with a small team to meet client timeframes and internal goals for sample processing and testing.
• Support continuous improvement by following established procedures and contributing to a productive, quality-focused workflow.

• High school diploma or Associate degree in the sciences.
• 1 years of experience in a food service position such as serving, bussing, or bartending.
• Experience with data entry and sample management in a production, warehouse, assembly, or basic laboratory environment.
• Hands-on sample preparation experience or exposure to laboratory workflows.
• Ability to use aseptic technique or willingness to learn and apply aseptic practices in sample preparation.
• High attention to detail, including the ability to carefully read and verify sample information, lot numbers, and documentation.
• Ability to multitask effectively in a fast-paced environment, as verified through prior work experience and references.
• Comfort working in roles that involve routine and repetitive tasks while maintaining accuracy and consistency.
• Basic computer experience, with familiarity in Microsoft Suite considered a plus.
• Strong communication skills for responding to client questions via email.
• Ability to work effectively in a manufacturing, production, or laboratory environment.
• Interest in or background in biology, chemistry, or related scientific fields.

• Associate degree in a science-related field is preferred.
• Prior lab experience, particularly in microbiology or food testing environments, is beneficial.
• Experience in media preparation or similar laboratory support activities is an advantage.
• background in food testing, food service, or dietary supplement environments is helpful.
• Demonstrated ability to thrive in a fast-paced, production-style setting.
• Strong organizational skills for managing multiple tasks across registration, preparation, and client support functions.
• Comfort working with conveyor systems or similar production equipment.
• Willingness to follow structured career progression within a tiered Sample Registration Specialist path (levels 1, 2, 3, group lead, supervisor).
• Motivation to grow within the role, with promotions from level 1 to level 2 typically occurring within 6 to 18–24 months based on performance and experience, and progression to level 3 generally taking around 2–3 years.
• Openness to performance-based pay increases, with typical merit increases around 2.5% for meeting expectations and higher percentages possible for strong performance.
• Awareness of and ability to communicate any food allergies due to the nature of the samples handled.

This role is based in a laboratory setting that focuses on dietary microbiology, probiotics, and testing food and dietary supplements for nutritional value. You will work in a modern facility with a small, close-knit team in a building that was newly established in 2021. The environment is fast paced and can feel similar to production work, as tests must be completed according to client timeframes and workflows can be repetitive depending on the group you support. The broader site includes hundreds of employees, with the microbiology department operating as a separate lab from chemistry and consisting of around 20 team members. You will spend a significant portion of your day in the sample registration area using a conveyor system, and the remainder in sample preparation, client services, shipping, and running samples to the lab. Typical hours run from the morning (around 9:00 a.m.) through late afternoon or early evening (around 5:30 p.m.), with a split between registration and laboratory support tasks. The workplace emphasizes safety, cleanliness, and aseptic handling of samples, and you can expect a structured, goal-driven culture with advancement opportunities, a bonus program tied to individual performance and business results, and merit-based pay increases aligned with meeting or exceeding expectations.

Job Type & Location

This is a Contract to Hire position based out of Madison, WI.

The pay range for this position is $21.00 - $21.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Madison,WI.

This position is anticipated to close on Jun 30, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.

Salary : $21