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Who We Are
Vanguard Laboratory is a growing analytical and microbiological testing facility located in Olympia, Washington. We provide testing services for food safety, agricultural products, drinking water, e peptides, nootropics, research chemicals, supplements, and pharmaceutical materials.
As a small, collaborative startup team, we prioritize operational excellence, scientific integrity, accuracy, and continuous improvement. Every sample that enters our laboratory must be documented correctly, handled professionally, and entered with a high level of precision. We are looking for a dependable, detail-oriented person to join our team in a key sample intake and client support role.
Position Overview
The primary responsibility of this position is to receive and log incoming samples, assist clients by phone and in person, and help keep sample intake and front-office operations running smoothly.
This role is ideal for someone who is highly organized, accurate, calm under pressure, and comfortable balancing multiple tasks at once. You will be interacting with clients dropping off samples, answering phone calls, entering sample information, scanning and organizing documents, and helping ensure that each sample is properly documented from the moment it arrives.
Key Responsibilities
Sample Intake and Documentation
- Receive incoming samples from clients, couriers, and partner organizations.
- Log samples accurately into the appropriate sample tracking system.
- Verify sample labels, client information, test requests, dates, times, and related documentation.
- Review chain-of-custody forms and intake paperwork for completeness.
- Identify missing, unclear, or inconsistent information and follow up appropriately.
- Maintain organized records for sample intake, documentation, and client submissions.
- Scan, file, and organize paperwork, reports, and sample records.
- Help maintain an orderly sample receiving area.
Client Service and Communication
- Greet and assist clients who are dropping off samples.
- Answer incoming phone calls professionally and route questions appropriately.
- Help clients understand basic sample drop-off procedures, paperwork requirements, business hours, and general service information.
- Take accurate messages and document client requests clearly.
- Communicate with laboratory staff when samples require special attention or clarification.
- Remain calm, courteous, and focused when handling multiple calls, walk-in clients, and intake tasks at the same time.
Administrative Support
- Perform accurate data entry with strong attention to spelling, numbers, sample IDs, dates, and details.
- Use email, Microsoft Office, Excel, Google Workspace, and/or sample tracking systems for routine administrative tasks.
- Assist with scheduling, record organization, and general office support.
- Help keep client-facing areas organized, clean, and professional.
- Support other team members as needed in a flexible, proactive manner.
Qualifications and Requirements
Must-Have Qualifications
- Superb attention to detail.
- Fast and accurate typing skills.
- Strong organizational skills and ability to manage multiple tasks at once.
- Ability to stay calm and professional while juggling phone calls, walk-in clients, and sample intake.
- Professional verbal and written communication skills.
- Comfortable speaking with clients by phone and in person.
- Reliable, punctual, and dependable.
- Strong computer proficiency, including email, Microsoft Office, Excel, Google Workspace, or similar systems.
- Ability to follow written procedures carefully and consistently.
- Professional, presentable appearance and demeanor.
- Ability to work full-time, on-site in Olympia, WA.
Highly Desirable, But Not Required
- Prior experience in sample receiving, data entry, client service, administrative support, medical office reception, laboratory office support, or a similar detail-oriented role.
- Familiarity with chain-of-custody forms, sample submission paperwork, or regulated documentation.
- Experience working in a fast-paced office, laboratory, or quality-control setting.
- Comfort working in a small team where priorities can shift throughout the day.
The Ideal Candidate
The ideal candidate is someone who notices details others miss, types quickly and accurately, and can stay composed when several things are happening at once. This person should be comfortable greeting clients, answering phones, entering information carefully, and making sure documentation is complete before samples move forward.
Accuracy is critical in this role. A small typo, missed test request, incorrect sample ID, or incomplete form can create downstream problems for clients and laboratory staff. We are looking for someone who takes pride in getting the details right the first time.
What We Offer
- Competitive starting pay based on experience.
- Performance-based pay increases tied to accuracy, reliability, efficiency, and contributions that improve operations.
- Medical insurance.
- Dental insurance.
- Vision insurance.
- Life insurance.
- Matched 401(k) retirement plan.
- Paid time off.
- Parental leave.
- Professional development opportunities.
- Opportunity to grow with a small, collaborative, high-quality laboratory team.
Pay: $20.00 - $25.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Parental leave
- Professional development assistance
- Vision insurance
Ability to Commute:
- Olympia, WA 98502 (Required)
Work Location: In person
