Order Administration Coordinator
LabConnect, Johnson City, TN, United States
Order Administration Coordinator
LabConnect improves lives by partnering with pharmaceutical and biotech companies, and clinical research organizations (CROs) to accelerate the development of new medicines around the world. We are an independent, global, one-stop-shop focused on delivering Central Laboratory Services that are tailor-made, timely and flexible to meet the evolving study demands of traditional to increasingly complex trials. Additionally, we provide Functional Service Provider (FSP) Solutions, supporting our clients with scientific and technical expertise, acting as an extension of their team, coordinating all laboratory related needs, advising on strategies for lab data collection and providing end-to-end analytical and logistical solutions.
Job Summary
The Order Administration Coordinator is responsible for reviewing, entering, and managing clinical trial supply orders with accuracy, efficiency, and adherence to established SOPs. This role ensures that all orders are complete, compliant, and ready for downstream processing by operational teams. The coordinator provides high-quality customer service, manages order holds, supports international documentation needs, and ensures the accuracy of information within the ERP system.
Essential Duties and Responsibilities
Communicate proactively with stakeholders to resolve order-related issues or delays. Reviews incoming work orders for completeness, accuracy, and compliance with established requirements, ensuring all necessary information is available before order entry.
Enters and updates orders in the ERP system, verifying item details, quantities, lot and expiration requirements, service levels, and supporting documentation.
Print and prepare requisitions, labels, airway bills, and other shipment-related documentation.
Retrieve and organize visit-specific materials for outbound shipments.
Monitor and manage order workflows to ensure timely processing and delivery.
Identifies missing or incorrect information and communicates with internal stakeholders to resolve discrepancies before processing.
Manages order holds by applying appropriate hold categories, documenting reasons, communicating required actions, and ensuring timely resolution.
Processes amendments and changes to orders by reviewing update requests, validating impact on downstream activities, and communicating with relevant teams.
Monitors order queues, priority lists, and escalation pathways to ensure orders are processed within required timelines, including priority lanes and urgent requests.
Utilizes available tools, trackers, and reports to maintain visibility over order status, holds, and pending actions, escalating concerns when necessary.
Provides professional and timely customer service by responding to order-related questions, clarification requests, and internal or external inquiries.
Adheres to all established SOPs, documentation standards, and quality expectations, ensuring work aligns with regulatory and operational requirements.
Maintains organized digital and physical records to support quality audits, internal reviews, and continuous improvement activities.
Perform other duties as assigned to support operations.
Education and Experience
High School Diploma (or in process of obtaining equivalent) required.
1+ years of experience in inventory or a similar role preferred.
Skills and Ability
Strong attention to detail and accuracy in reviewing and processing documentation.
Ability to interpret and apply SOPs, quality requirements, and operational guidelines.
Strong organizational and multi-tasking skills in a time-sensitive environment.
Effective written and verbal communication skills with the ability to collaborate across functional teams.
Proficiency in ERP systems and standard office software; experience with order entry systems preferred.
Problem-solving mindset with the ability to identify discrepancies and drive resolutions.
Effective English proficiency to read, interpret, and communicate operational and compliance-related information.
Supervisory Responsibilities:
None
Physical Demands:
While performing the duties of this job, the occupant is regularly required to:
Sit 75% of the week.
Stand and walk 25% of the week.
Walk and/or reach with hands and arms 75% of the week.
Read text of various sizes.
Communicate with others and hear.
Lift, pull and/or push up to 60 pounds and/or ~27 kilograms.
Specific vision abilities required by this job include hand-eye coordination and hand manipulation, distance vision, and ability to adjust focus.
Travel Requirements:
Minimal
One Global Team
At LabConnect, we are proud to be one global team: united by our shared mission to advance clinical trials through innovation, agility, and collaboration. We believe that our people are our greatest asset, and we are committed to fostering a workplace that reflects our core values: People First, Quality Focused, Customer Centered, Technology Driven, and Accountability Always.
LabConnect is an Equal Opportunity Employer. We celebrate diversity and are dedicated to creating an inclusive environment for all employees. We do not discriminate based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), creed, national origin, age, disability, genetic information, veteran status, or any other legally protected status. We are committed to cultivating a workplace that is safe, equitable, and respectful for all. Together, as one global team, we strive to ensure that every individual has the opportunity to thrive and contribute to our shared success.
Join our team and discover how your work can impact patients' lives around the world!
Some of the Perks our LabConnectors Love:
Financial Security (Base Pay, 401k Match and Possible Annual Bonus Eligibility)
Health Benefits beginning on date of hire
PTO plan, plus 11 Paid Company Holidays, and 1 Day to Volunteer in your community
Short and Long-Term Disability, Life Insurance, and AD&D
We celebrate our differences, which enriches our culture!
In addition to great perks and challenging work assignments, we invest in our people with career growth opportunities, globally. We believe in a friendly and collaborative environment with open lines of communication. While living out our values of People First, Quality Focused, Customer Centered, Technology Driven, and Accountability Always.
We are proud to be an Equal Employment Opportunity Employer and value the diversity of our workforce. We do not discriminate on the basis of race, gender, age, disability, religion, sexual orientation, or any other protected characteristic.
LabConnect also prioritizes the privacy and security of your personal data. All candidate information is handled in accordance with General Data Protection Regulation (GDPR). To learn more, please review our Privacy Notice on our website, by navigating to https://www.labconnect.com/
If you need assistance to complete your job application, search for a job opening, or submit an online application at LabConnect, please email talent@labconnect.com or call +1 (423) 722-3155.
LabConnect improves lives by partnering with pharmaceutical and biotech companies, and clinical research organizations (CROs) to accelerate the development of new medicines around the world. We are an independent, global, one-stop-shop focused on delivering Central Laboratory Services that are tailor-made, timely and flexible to meet the evolving study demands of traditional to increasingly complex trials. Additionally, we provide Functional Service Provider (FSP) Solutions, supporting our clients with scientific and technical expertise, acting as an extension of their team, coordinating all laboratory related needs, advising on strategies for lab data collection and providing end-to-end analytical and logistical solutions.
Job Summary
The Order Administration Coordinator is responsible for reviewing, entering, and managing clinical trial supply orders with accuracy, efficiency, and adherence to established SOPs. This role ensures that all orders are complete, compliant, and ready for downstream processing by operational teams. The coordinator provides high-quality customer service, manages order holds, supports international documentation needs, and ensures the accuracy of information within the ERP system.
Essential Duties and Responsibilities
Communicate proactively with stakeholders to resolve order-related issues or delays. Reviews incoming work orders for completeness, accuracy, and compliance with established requirements, ensuring all necessary information is available before order entry.
Enters and updates orders in the ERP system, verifying item details, quantities, lot and expiration requirements, service levels, and supporting documentation.
Print and prepare requisitions, labels, airway bills, and other shipment-related documentation.
Retrieve and organize visit-specific materials for outbound shipments.
Monitor and manage order workflows to ensure timely processing and delivery.
Identifies missing or incorrect information and communicates with internal stakeholders to resolve discrepancies before processing.
Manages order holds by applying appropriate hold categories, documenting reasons, communicating required actions, and ensuring timely resolution.
Processes amendments and changes to orders by reviewing update requests, validating impact on downstream activities, and communicating with relevant teams.
Monitors order queues, priority lists, and escalation pathways to ensure orders are processed within required timelines, including priority lanes and urgent requests.
Utilizes available tools, trackers, and reports to maintain visibility over order status, holds, and pending actions, escalating concerns when necessary.
Provides professional and timely customer service by responding to order-related questions, clarification requests, and internal or external inquiries.
Adheres to all established SOPs, documentation standards, and quality expectations, ensuring work aligns with regulatory and operational requirements.
Maintains organized digital and physical records to support quality audits, internal reviews, and continuous improvement activities.
Perform other duties as assigned to support operations.
Education and Experience
High School Diploma (or in process of obtaining equivalent) required.
1+ years of experience in inventory or a similar role preferred.
Skills and Ability
Strong attention to detail and accuracy in reviewing and processing documentation.
Ability to interpret and apply SOPs, quality requirements, and operational guidelines.
Strong organizational and multi-tasking skills in a time-sensitive environment.
Effective written and verbal communication skills with the ability to collaborate across functional teams.
Proficiency in ERP systems and standard office software; experience with order entry systems preferred.
Problem-solving mindset with the ability to identify discrepancies and drive resolutions.
Effective English proficiency to read, interpret, and communicate operational and compliance-related information.
Supervisory Responsibilities:
None
Physical Demands:
While performing the duties of this job, the occupant is regularly required to:
Sit 75% of the week.
Stand and walk 25% of the week.
Walk and/or reach with hands and arms 75% of the week.
Read text of various sizes.
Communicate with others and hear.
Lift, pull and/or push up to 60 pounds and/or ~27 kilograms.
Specific vision abilities required by this job include hand-eye coordination and hand manipulation, distance vision, and ability to adjust focus.
Travel Requirements:
Minimal
One Global Team
At LabConnect, we are proud to be one global team: united by our shared mission to advance clinical trials through innovation, agility, and collaboration. We believe that our people are our greatest asset, and we are committed to fostering a workplace that reflects our core values: People First, Quality Focused, Customer Centered, Technology Driven, and Accountability Always.
LabConnect is an Equal Opportunity Employer. We celebrate diversity and are dedicated to creating an inclusive environment for all employees. We do not discriminate based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), creed, national origin, age, disability, genetic information, veteran status, or any other legally protected status. We are committed to cultivating a workplace that is safe, equitable, and respectful for all. Together, as one global team, we strive to ensure that every individual has the opportunity to thrive and contribute to our shared success.
Join our team and discover how your work can impact patients' lives around the world!
Some of the Perks our LabConnectors Love:
Financial Security (Base Pay, 401k Match and Possible Annual Bonus Eligibility)
Health Benefits beginning on date of hire
PTO plan, plus 11 Paid Company Holidays, and 1 Day to Volunteer in your community
Short and Long-Term Disability, Life Insurance, and AD&D
We celebrate our differences, which enriches our culture!
In addition to great perks and challenging work assignments, we invest in our people with career growth opportunities, globally. We believe in a friendly and collaborative environment with open lines of communication. While living out our values of People First, Quality Focused, Customer Centered, Technology Driven, and Accountability Always.
We are proud to be an Equal Employment Opportunity Employer and value the diversity of our workforce. We do not discriminate on the basis of race, gender, age, disability, religion, sexual orientation, or any other protected characteristic.
LabConnect also prioritizes the privacy and security of your personal data. All candidate information is handled in accordance with General Data Protection Regulation (GDPR). To learn more, please review our Privacy Notice on our website, by navigating to https://www.labconnect.com/
If you need assistance to complete your job application, search for a job opening, or submit an online application at LabConnect, please email talent@labconnect.com or call +1 (423) 722-3155.