Operations & Member Success Coordinator
About Us
We are a leading and fast-growing provider of shared laboratory services located in the greater Boston area and serve as an essential partner to emerging biotech and life science companies. Our mission is to provide our members with a capital-efficient path to get their laboratory up and running and, as their science succeeds, to scale up at Labshares. Labshares provides a complete home for our members, offering cutting-edge lab facilities, world-class lab equipment and a wide array of back-end lab services. Learn more at www.labshares.com.
Position Description
The Operations & Member Success Coordinator is an important member of the Labshares team, providing administrative and operational support to the Chief of Staff and other departments across the organization. This role helps ensure the smooth day-to-day operation of our facilities while contributing to a positive experience for our members, vendors, and visitors.
The Operations & Member Success Coordinator will assist with a variety of administrative, member-facing, finance-related, and operational tasks that support the continued growth of Labshares. This position is ideal for an organized, detail-oriented professional who enjoys working with people, managing multiple priorities, and learning how a growing life sciences company operates.
This role is an outstanding opportunity for an early-career professional looking to build a career in business operations. Reporting directly to the Chief of Staff, the Coordinator will receive hands-on mentoring while gaining broad exposure to operations, finance, member success, facilities management, events, and cross-functional project coordination. As Labshares continues to grow, successful candidates will have the opportunity to take on increasing levels of responsibility and advance their careers within a fast-paced, entrepreneurial organization.
Position Responsibilities
Office and Facility Administration
· Greet visitors and assist with tours and member meetings
· Coordinate office supply and kitchen inventory management
· Manage recurring facility-related purchasing and vendor coordination
· Assist with facility-related administrative needs across Labshares locations
Member Success and Administrative Account Management
· Coordinate internal onboarding activities for new members and member companies across departments, including:
o Add new companies and members to various systems (email distributions, safety training, room scheduling, procurement, invoicing, etc.)
o Coordinate gym/bike waivers and parking passes across facilities
· Manage member offboarding processes and maintain accurate records
· Serve as a friendly, responsive point of contact for member administrative needs
- Welcome members, guests, and visitors and help create an exceptional experience from arrival through departure
- Identify opportunities to continually improve the member and guest experience
Finance and Billing Coordination
· Prepare monthly billing information and supporting documentation
o Coordinate with outsourced accounting firm and Chief of Staff for invoice processing
· Assist with PO creation, as needed, across departments
· Submit all company invoices and bills for payment approval
· Collect and maintain W-9s, tax-exempt documentation, and Certificates of Insurance for members and vendors
· Support resale reconciliation and monthly billing preparation
· Maintain accurate records and supporting documentation for finance-related processes
Operational, Vendor, and Administrative Coordination
· Assist the Chief of Staff in documentation and record keeping for all contracts
· Support execution of operational projects and process improvements
· Maintain organized operational records and reporting
- Assist with the execution of member events, networking receptions, educational programs, and other company events
Expectations
· Highly organized with exceptional attention to detail
· Strong project coordination and follow-through
· Excellent written and verbal communication abilities
· A positive, energetic, and service-oriented attitude
· Outstanding interpersonal skills and a genuine enjoyment of working with people
· Resourceful, proactive, and eager to learn
· Comfortable managing multiple priorities in a fast-paced environment
· Willing to wear many hats and jump in wherever needed
· Proficiency Microsoft Office Suite, particularly Excel
· Customer-centric mindset with a commitment to delivering an exceptional member experience
Qualifications
· Full-time, on-site role. There is no opportunity for remote work.
· Bachelor’s degree or equivalent work experience preferred
· 1-3 years of experience in office coordination, administrative support, or operations role
· Strong organizational skills with excellent attention to detail
· Professional communication skills and a friendly, service-oriented demeanor
· Ability to manage multiple responsibilities in a fast-paced environment
· Proficiency with Microsoft Office and general business software
· Comfort working in a biotech or lab environment, although no prior experience is expected
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- Health insurance
- Paid time off
Education:
Ability to Commute:
- Newton, MA 02458 (Required)
Work Location: In person
