What are the responsibilities and job description for the Project & Lab Support Coordinator position at Trinity Consultants - Advent Engineering?
About Us
Trinity Consultants Life Sciences operates an industrial hygiene (IH) analytical laboratory accredited by the American Industrial Hygiene Association (AIHA) for the analysis of active pharmaceutical ingredients. We develop and implement analytical methods to help our clients meet workplace air monitoring and surface sampling requirements.
Overview
We are seeking a detail-oriented Project & Lab Support Coordinator to work with project managers, clients, and internal accounting processes. This role focuses on managing invoicing, accounts receivable, and client communication to help ensure accurate billing, financial tracking, and timely resolution of issues.
In addition, this position provides day-to-day administrative support to laboratory operations and helps maintain smooth office and lab workflows. This role is fully onsite in Sunnyvale, CA and combines financial coordination with general office and laboratory responsibilities.
Key Responsibilities
Billing & Accounts Support
- Manage monthly invoicing cycles
- Set up new accounts from start to finish and prepare client quotes
- Respond to client billing inquiries and resolve invoice issues
- Track accounts receivable (AR), including monitoring aging reports and following up on outstanding balances
- Coordinate with accounting and project teams to support accurate and timely billing processes
- Prepare basic reporting related to invoicing and AR
Office & Laboratory Administrative Support
- Manage office space and general workplace needs
- Order and maintain laboratory, office, and breakroom supplies
- Support receiving and shipping activities for laboratory operations
- Provide onsite administrative support to the laboratory team
- Process incoming and outgoing mail
- Provide light phone coverage and general front office support
Qualifications
- Bachelor’s degree in Accounting, Finance, Business Administration, or a related field (or equivalent experience)
- Experience with invoicing, accounts receivable, or similar administrative/financial work
- Strong attention to detail and accuracy
- Positive, proactive approach to work
- Strong communication skills with the ability to work with both internal teams and external clients
- Ability to manage multiple tasks and meet deadlines
- Proficiency in Office 365 (Excel, Outlook)
- Experience with Deltek Vantagepoint is a plus