The Operations and Office Coordinator will support the day-to-day operation of the Raleigh office, laboratories, workshop, and technical workspaces, while also managing front-of-house reception, office administration, and business support activities. 

This role combines operational responsibilities — including facilities maintenance, equipment management and calibration coordination, and compliance support — with office coordination duties such as reception, travel booking, mail handling, and office supply management. Working closely with the Operations team and the wider Labs & Facilities function, the coordinator will help maintain an organized, safe, and professional environment that enables engineering teams and the broader organization to deliver high-quality work. 

Essential Job Duties and Responsibilities

 Office Administration & Reception:

• Greet staff, clients, visitors, and guests; determine the purpose of each visit and direct or escort them to the appropriate location.
• Act as the first point of contact for answering, screening, and directing phone calls; take messages and schedule appointments.
• Ensure all messages and correspondence are dealt with efficiently and promptly.
• Assist with booking travel arrangements and creating travel itineraries.
• Receive mail, documents, packages, and courier deliveries and distribute items (goods in/out).
•  Raise purchase orders for office supply purchases and send receipts to accounts.
•  Perform inventories and organization of office and grocery supplies, purchasing items as needed.
• Replenish breakroom areas; purchase items as needed and requested.
•  Book lunches as required for client visits or visiting EOs.
•  Prepare meeting rooms and manage/coordinate the meeting room calendar for both external and internal meetings.
• Perform daily opening and closing procedures including top-up and walk-throughs.
•  Oversee company credit card expenditure and provide Finance with all required documentation and information to support timely and accurate credit card reconciliation. 
•  Manage CDP apartment for secondees.
•  Perform on and off boarding for new employees (e.g. I9, eVerify, induction and coordination).
•  Be the coordination point for HR related queries for the office.
•  Keep all client-facing areas clean, tidy, and to a professional standard.
•  Perform basic office filing, scanning, printing, and recordkeeping. 

Facilities & Workspace Support:

• Support the maintenance and smooth running of the office, labs, and workshop areas.
•  Liaise with building management and external vendors including cleaning services, maintenance providers, HVAC, security, and pest control.
•  Coordinate vendors and suppliers for facilities maintenance and services (e.g., equipment servicing, repairs, utilities).
•  Assist with facilities-related improvements, repairs, site organization, and infrastructure upgrades.
•  Support office inductions and maintain documentation for site access, safety, and workspace use.
•  Assist with health and safety activities related to labs and workshop spaces. 

Laboratory & Workshop Operations:

• Support the day-to-day running of laboratories, workshop areas, and technical workspaces.
•  Ensure labs and workshops remain safe, organised, and well maintained.
•  Assist with workspace setup for new equipment, projects, or teams.
•  Support engineers and technicians with access to equipment, materials, and facilities resources. 

Equipment Management & Calibration:

• Maintain an accurate inventory and register for laboratory and workshop equipment.
•  Track equipment usage, location, and ownership.
•  Assist with onboarding, documentation, and disposal or replacement of equipment.
•  Coordinate calibration schedules for laboratory and measurement equipment.
•  Organize external calibration services and maintain calibration records and certificates.
•  Track maintenance requirements and service intervals for equipment. 

Marketing Support:

• Maintain regular communication with the Marketing team to coordinate shipments for conferences and events. 
• Monitor and manage event equipment inventory, liaising with Marketing to arrange replacements in advance of conferences and events.  

 IT Support:

• Perform basic IT support under instruction from the IT team where on site activities are required

Compliance & Procedures:

• Support adherence to internal procedures, SOPs, and quality systems.
•  Assist with maintaining lab procedures, work instructions, and documentation.
•  Ensure equipment labelling, documentation, and safety information are up to date.
•  Support compliance with relevant quality and safety standards (e.g., ISO 13485, ISO 9001) and OSHA regulations. 

Operations Cover For Other Roles

• As required provide cover for other operational roles to ensure business continuity for the Raleigh office.

Perform other duties as required

Skills and Attributes:

• Pleasant, accommodating, respectful, helpful, and attentive in personality.
• Highly organized with strong attention to detail and a methodical approach to tracking equipment, documentation, and processes.
•  Effective and clear communication skills: written, verbal, and non-verbal.
•  Ability to interact positively with clients, co-workers, engineers, and guests through phone, email, face-to-face, and digital channels.
•  Comfortable coordinating suppliers and external service providers.
•  Ability to manage multiple operational and administrative tasks in a fast-paced environment with constant interruptions.
•  Proactive problem-solver with a practical, ‘can-do’ mindset.
•  Self-starter capable of working independently while supporting a wider team.
•  Must remain calm and quality-conscious when under pressure.
•  Must be reliable and dependable with an easy-going and approachable attitude.
•  Must demonstrate commitment towards CDP culture and ways of working. 

Education and Experience:

•  High school diploma or equivalent required; associate’s degree in office administration or related field preferred.
•  1–3 years’ experience in an office coordinator, facilities coordination, laboratory operations, workshop support, administrative, or similar role.
•  Proficiency in Microsoft Office Suite, accurate typing, and computer literacy skills.
•  Familiarity with quality systems, SOPs, or regulated environments (e.g., ISO 13485) is advantageous.
•  Proficiency in basic asset tracking systems is desirable. 

• Prolonged periods of sitting and/or walking.
•  Long hours at a desk and working on a computer.
•  Must be able to lift up to 15 pounds at times.
•  May require occasional travel.
•  Work in laboratory and workshop environments as needed.