Operations Coordinator

We are seeking a dynamic and detail-oriented Operations Coordinator to support our US office operations. This pivotal role, primarily based in our Somerville, NJ office, requires a proactive individual who thrives in a collaborative environment and can seamlessly bridge operations between our US locations and teams. If you're passionate about creating efficient workflows, fostering a positive employee experience, and ensuring seamless operational excellence, we want to hear from you!

What You'll Do:

As our Operations Coordinator, you will be supporting our daily operations, ensuring everything runs smoothly and efficiently. You'll wear many hats, from HR support to administrative management and operational oversight. Your contributions will directly impact our team's productivity and overall success. This role will report to the US Human Resources Director and will interface with leaders from all aspects of the business.

Key Responsibilities:

Operational Excellence

• Oversee the operational activities in the Somerville, NJ office, including employee resources and office maintenance.
• Facilitate impactful communication between the Somerville, NJ office and the Cambridge, MA offices.
• 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).

Human Resources

• Manage payroll, time off, 401(k) contributions, and salary changes.
• Lead employee onboarding and offboarding processes.
• Administer employee benefits and address employee relations questions.
• Maintain accurate personnel records and HR files.
• Support US employee engagement surveys, performance evaluations, and corporate social responsibility initiatives.

Administrative Support

• Provide comprehensive administrative support, including travel arrangements, internal and external meeting coordination, and event planning.
• Collaborate with finance teams on timesheet reviews, invoicing, accounts payable, and accounts receivable.
• Provide administrative account management support (scheduling client meetings at conferences etc.)

Requirements:

• 3 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.