Operations and Office Coordinator

About The Role

The Operations and Office Coordinator will support the day-to-day operation of the Raleigh office, laboratories, workshop, and technical workspaces, while also managing front-of-house reception, office administration, and business support activities.

This role combines operational responsibilities — including facilities maintenance, equipment management and calibration coordination, and compliance support — with office coordination duties such as reception, travel booking, mail handling, and office supply management. Working closely with the Operations team and the wider Labs & Facilities function, the coordinator will help maintain an organized, safe, and professional environment that enables engineering teams and the broader organization to deliver high-quality work.

Essential Job Duties and Responsibilities

Office Administration & Reception:

• Greet staff, clients, visitors, and guests; determine the purpose of each visit and direct or escort them to the appropriate location.
• Act as the first point of contact for answering, screening, and directing phone calls; take messages and schedule appointments.
• Ensure all messages and correspondence are dealt with efficiently and promptly.
• Assist with booking travel arrangements and creating travel itineraries.
• Receive mail, documents, packages, and courier deliveries and distribute items (goods in/out).
• Raise purchase orders for office supply purchases and send receipts to accounts.
• Perform inventories and organization of office and grocery supplies, purchasing items as needed.
• Replenish breakroom areas; purchase items as needed and requested.
• Book lunches as required for client visits or visiting EOs.
• Prepare meeting rooms and manage/coordinate the meeting room calendar for both external and internal meetings.
• Perform daily opening and closing procedures including top-up and walk-throughs.
• Oversee company credit card expenditure and provide Finance with all required documentation and information to support timely and accurate credit card reconciliation.
• Manage CDP apartment for secondees.
• Perform on and off boarding for new employees (e.g. I9, eVerify, induction and coordination).
• Be the coordination point for HR related queries for the office.
• Keep all client-facing areas clean, tidy, and to a professional standard.
• Perform basic office filing, scanning, printing, and recordkeeping.

Facilities & Workspace Support:

• Support the maintenance and smooth running of the office, labs, and workshop areas.
• Liaise with building management and external vendors including cleaning services, maintenance providers, HVAC, security, and pest control.
• Coordinate vendors and suppliers for facilities maintenance and services (e.g., equipment servicing, repairs, utilities).
• Assist with facilities-related improvements, repairs, site organization, and infrastructure upgrades.
• Support office inductions and maintain documentation for site access, safety, and workspace use.
• Assist with health and safety activities related to labs and workshop spaces.

Laboratory & Workshop Operations:

• Support the day-to-day running of laboratories, workshop areas, and technical workspaces.
• Ensure labs and workshops remain safe, organised, and well maintained.
• Assist with workspace setup for new equipment, projects, or teams.
• Support engineers and technicians with access to equipment, materials, and facilities resources.

Equipment Management & Calibration:

• Maintain an accurate inventory and register for laboratory and workshop equipment.
• Track equipment usage, location, and ownership.
• Assist with onboarding, documentation, and disposal or replacement of equipment.
• Coordinate calibration schedules for laboratory and measurement equipment.
• Organize external calibration services and maintain calibration records and certificates.
• Track maintenance requirements and service intervals for equipment.

Marketing Support:

• Maintain regular communication with the Marketing team to coordinate shipments for conferences and events.
• Monitor and manage event equipment inventory, liaising with Marketing to arrange replacements in advance of conferences and events.

IT Support:

• Perform basic IT support under instruction from the IT team where on site activities are required

Compliance & Procedures:

• Support adherence to internal procedures, SOPs, and quality systems.
• Assist with maintaining lab procedures, work instructions, and documentation.
• Ensure equipment labelling, documentation, and safety information are up to date.
• Support compliance with relevant quality and safety standards (e.g., ISO 13485, ISO 9001) and OSHA regulations.

Operations Cover For Other Roles

• As required provide cover for other operational roles to ensure business continuity for the Raleigh office.

Perform other duties as required

Work Pattern:

This role is on site only, 5 days per week.

About You

Skills and Attributes:

• Pleasant, accommodating, respectful, helpful, and attentive in personality.
• Highly organized with strong attention to detail and a methodical approach to tracking equipment, documentation, and processes.
• Effective and clear communication skills: written, verbal, and non-verbal.
• Ability to interact positively with clients, co-workers, engineers, and guests through phone, email, face-to-face, and digital channels.
• Comfortable coordinating suppliers and external service providers.
• Ability to manage multiple operational and administrative tasks in a fast-paced environment with constant interruptions.
• Proactive problem-solver with a practical, ‘can-do’ mindset.
• Self-starter capable of working independently while supporting a wider team.
• Must remain calm and quality-conscious when under pressure.
• Must be reliable and dependable with an easy-going and approachable attitude.
• Must demonstrate commitment towards CDP culture and ways of working.

Education and Experience:

• High school diploma or equivalent required; associate’s degree in office administration or related field preferred.
• 1–3 years’ experience in an office coordinator, facilities coordination, laboratory operations, workshop support, administrative, or similar role.
• Proficiency in Microsoft Office Suite, accurate typing, and computer literacy skills.
• Familiarity with quality systems, SOPs, or regulated environments (e.g., ISO 13485) is advantageous.
• Proficiency in basic asset tracking systems is desirable.

Working Conditions and Physical Requirements

• Prolonged periods of sitting and/or walking.
• Long hours at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• May require occasional travel.
• Work in laboratory and workshop environments as needed.

About Us

We’re an employee‑owned innovation partner with a growing US team in Raleigh, NC, part of the Research Triangle. We bring ideas to life-from insight to engineering to pilot manufacture—across consumer and healthcare.