What are the responsibilities and job description for the Operations Co-ordinator position at VCLS?
We are seeking a highly organized, and detail-oriented Operations Co-ordinator to oversee the daily operations of our US offices. This role is primarily based in Somerville, NJ, but requires close collaboration with our Cambridge, MA office.
In this role, you will manage key HR functions, administrative activities, and operational processes that ensure the smooth running of the business. You will support our finance, HR, and operational teams, driving efficiencies, enhancing employee engagement, and maintaining compliance across various business functions.
Key Responsibilities:
Operations:
- Oversee the operational activities in the Somerville, NJ office, including employee resources, office maintenance, health & safety, and IT coordination.
- Facilitate impactful communication between the Somerville, NJ office and the Cambridge, MA offices.
- Collaborate with US leadership and finance teams on timesheet reviews, invoicing process, accounts payable, and accounts receivable.
- Utilize Odoo (ERP) to manage business operations, including client and project administration, invoices creation and update, employee timesheets, and project budget oversight.
- Support efficient processes to ensure timely submissions to the Food and Drug Administration (FDA).
- Manage internal and external meetings, events, and travel arrangements.
Human Resources:
- Actively promote communication with employees to enhance engagement.
- Maintain accurate personnel records and HR files.
- Manage payroll, time off allocations, changes to 401(k) contributions, and salary changes.
- Oversee employee onboarding and offboarding processes.
- Support employee benefits administration.
- Assist with employee relations questions, leaves of absence, and disciplinary actions.
- Support VCLS corporate social responsibility initiatives and collate data.
- Support US employee engagement surveys and performance evaluations.
Requirements:
- 5 years of experience in operations or office management, preferably in a client-focused business.
- Proficiency with Microsoft 365 and familiarity with Odoo or similar ERP software.
- Strong organizational skills, communication abilities, problem-solving skills, and attention to detail.
- Associate’s or Bachelor’s degree preferred.
Why VCLS:
- Make a Difference: Contribute to the development of life-saving therapies and accelerate progress in the field.
- Learn and Grow: Work alongside industry veterans and gain invaluable mentorship.
- Hybrid Flexibility: Enjoy the best of both worlds with a work-life balance that empowers you.
- Dynamic Environment: Be part of a passionate team dedicated to client success and innovation.
- Growth Potential: Build a rewarding career in a company that fosters continuous learning and development.
VCLS is committed to fostering a diverse and inclusive workplace. We are a proud equal opportunity employer and value the unique contributions of all individuals. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status, or any other characteristic protected by law.
