Laboratory Operations Assistant

Vanguard Laboratory is an ISO/IEC 17025:2017 accredited analytical testing laboratory located in Olympia, Washington. We provide testing and reporting services across areas including peptides, pharma, supplements, food, environmental, and related analytical services.

We are hiring an Operations Assistant / Client Reporting Coordinator to support client communication, report preparation, proofreading, spreadsheet tracking, and deadline-driven project follow-up. This role works directly with our Operations Manager/Owner and is best suited for someone who is fast, accurate, organized, resourceful, and comfortable taking ownership in a busy environment.

This is not a standard front-desk or basic administrative assistant position. This is a high-trust, fast-paced support role for someone who can help keep client work moving, reduce bottlenecks, and follow through on details without constant direction.

The right person does not need years of laboratory experience, but they must be sharp, reliable, accurate, organized, and willing to learn. A science, editing, technical writing, administrative, or laboratory background is helpful but not required.

Please Read Before Applying

This role supports the owner/operator of a busy laboratory and requires someone who can move quickly, communicate clearly, proofread carefully, and follow through without constant direction.

The right person will be comfortable handling client emails, working in spreadsheets, proofreading detail-heavy reports, researching client requests, tracking open items, and helping push time-sensitive projects across the finish line.

We are looking for someone who takes ownership. If you do not know the answer to something, we expect you to research it, think through the next step, and make a clear recommendation before escalating it.

What You’ll Do

• Respond to and follow up on client emails in a timely, professional manner.
• Generate, review, proofread, and help finalize client reports.
• Research client testing requests to determine whether the requested work is feasible before escalating questions.
• Track open client requests and help make sure projects keep moving.
• Use Excel, Google Sheets, Microsoft Office, and Google Workspace to organize information, prepare reports, and support workflow.
• Help identify problems, research answers, and follow through instead of immediately handing issues off to the Lab Director or Operations Manager.
• Assist with time-sensitive report releases and client deliverables when deadlines require extra urgency.
• Use basic AI tools responsibly where appropriate to improve efficiency, while maintaining confidentiality and accuracy.
• Support the Operations Manager/Owner with a wide variety of administrative, reporting, communication, and operational follow-through tasks.

What We’re Looking For

• Fast, accurate typing.
• Strong attention to detail.
• Strong written communication skills.
• Proficiency with Excel and Google Sheets.
• Ability to prioritize in a busy environment.
• Excellent proofreading skills.
• Strong sense of urgency.
• Resourceful problem-solver who takes ownership.
• Positive attitude and willingness to jump in where needed.
• Comfortable asking good questions, but also willing to research and think through problems before escalating.
• Reliable, professional, and capable of handling confidential client and company information.
• Able to manage multiple open items without dropping details.
• Comfortable working directly with an owner/operator in a fast-moving environment.

This Role Is a Strong Fit For Someone Who

• Learns quickly and enjoys figuring things out.
• Can type quickly and accurately.
• Is comfortable with Excel, Google Sheets, email, and detail-heavy documents.
• Proofreads carefully and notices small errors.
• Communicates professionally with clients.
• Can manage multiple open items without losing track of priorities.
• Has a strong sense of urgency when client deadlines are involved.
• Asks good questions, but does not immediately hand off every problem.
• Takes pride in making a busy operation run more smoothly.

This Role Is Probably Not a Fit If

• You are looking for a slow-paced administrative job.
• You are uncomfortable with deadlines or occasional paid overtime.
• You prefer to wait for detailed instructions before taking action.
• You do not enjoy proofreading, spreadsheets, or written client communication.
• You tend to pass unresolved questions to someone else without first trying to research or organize the issue.
• You are not comfortable working directly with an owner/operator in a fast-moving environment.

Helpful but Not Required

• Science or laboratory background.
• Experience with technical reports, editing, proofreading, or quality documentation.
• Experience in client service, project coordination, executive support, or operations support.
• Experience using basic AI tools, automation tools, or productivity software.
• Familiarity with testing laboratories, quality systems, or analytical reports.

Who This Role Is Best For

This role is ideal for someone who enjoys being the person who keeps things moving. You should be comfortable working closely with a busy owner/operator, handling a wide variety of tasks, and helping reduce bottlenecks.

We are looking for someone who can learn quickly, communicate clearly, take initiative, and follow through. The strongest candidate will be someone who does not simply identify problems, but helps organize the issue, research the answer, and move the work toward completion.

Growth and Pay Review

After an initial introductory period, the employee will be eligible to be considered for a pay increase based on performance, reliability, accuracy, attitude, follow-through, and ability to take on additional responsibility. Pay increases are merit-based, and both responsibilities and compensation are evaluated on a regular, ongoing basis as the role develops.

This position has strong long-term growth potential for someone who learns quickly, takes ownership, solves problems, and consistently helps keep operations moving.

To Apply

Please apply with your resume and a brief note explaining why you are a strong fit for a fast-paced operations support role involving client emails, spreadsheets, proofreading, and follow-through.

In your application, please highlight your Excel or Google Sheets experience, typing speed if known, proofreading or reporting experience, and any science, lab, technical writing, client service, administrative, or AI-tool experience.

Pay: $21.00 - $23.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Location:

• Olympia, WA 98502 (Preferred)

Work Location: In person