Laboratory Sample Project Manager

VARITE is looking for qualified Associate Project Manager in Waltham, MA.
 
WHAT THE CLIENT DOES?
An American-headquartered life science and clinical research company. It is a global supplier of analytical instruments, clinical development solutions, specialty diagnostics, laboratory, pharmaceutical and biotechnology services.
 
WHAT WE DO?
Established in the Year 2000, VARITE is an award-winning minority business enterprise providing global consulting & staffing services to Fortune 1000 companies and government agencies. With 850+ global consultants, VARITE is committed to delivering excellence to its customers by leveraging its global experience and expertise in providing comprehensive scientific, engineering, technical, and non-technical staff augmentation and talent acquisition services.
 
Job Title: Associate Project Manager
Location: Waltham, MA
Contract Duration: 3 months (Possible Extension)
Pay Rate Range: $35.00/hr. to $38.00/hr. on W2
Work Authorization: Only USC or GC
 
HERE’S WHAT YOU’LL DO
Job Description:
Responsibilities (Client Service Administrator I):

• Provide administrative and customer-facing support for Analysis Service projects, acting as a key contact between customers, sales teams, laboratories, and internal stakeholders,
• Coordinate project documentation, including service agreements, sample forms, manifests, and customer communications, ensuring accurate and timely processing.
• Support sample logistics by coordinating shipments, tracking project progress, and facilitating communication between customers and laboratory teams.
• Maintain project information and records in Salesforce and other internal systems, ensuring data accuracy and compliance with company procedures.
• Collaborate with cross-functional teams including Sales, Legal, Data Management, and Analysis Services to ensure smooth project execution and high customer satisfaction.
• Manage customer inquiries through email, providing professional support and timely updates throughout the project lifecycle.
• Assist with document control, process coordination, and operational activities in a fast-paced international environment.
• Contribute to maintaining excellent customer experience through strong communication, attention to detail, and effective problem-solving.
• Maintain and updated project records in Salesforce and internal systems, managing project backlogs and prioritizing tasks to meet customer and business deadlines.
• Support quality and operational excellence by using RMT+ for document management, reviewing SOPs, and ensuring adherence to established processes and procedures.

 
Customer (Analysis Service):

• Understand the needs of the customer for AS project.
• Participate in Study Design Calls and Final Alignment Calls
• Define bridging setup in Study Design call in collaboration with FAS.
• Obtain all information relevant to study design and related documentation, and document information in SFDC.
• Communicate TAT for AS project.
• Customer facing material shared with customer.
• Alignment with customer regarding sample logistics, sample shipment, support with paperwork.
• Final alignment calls regarding samples logistic.
• SM and SF templates are shared with customers via Cloud platform.
• PC works with customers to coordinate paperwork preparation (SF, SM, ASA) and sample preparation and shipment.
• Sample Action discussion as part of post-analysis (sample store, discard, return)

Support organization:

• Involved in planning bi-weekly meetings to discuss projects coming to the pipeline.
• Collaboration in Study Design calls
• Supporting any communication between customer and AS
• Coordination of internal projects and cases

 
Analysis Service:

• PC is involved in planning, Delivery, Capacity meetings with lab
• PC initiated project using internal tools
• Coordinating and reviewing SM and uploading completed document to Cloud platform
• Handling sample logistics collaboration with relevant Analysis Service teams with providing documentation for project QC, Review and Approval review and approve customer project. If a customer needs to be contacted, PC is supporting AS
• If Study Report is required, Pharma coordinator is responsible for that deliverable
• Coordinate and create quotes for Sample Action

 
Finances:

• Send requests via email for pre-invoicing and requesting the already sent invoice.

• RnD, PM, PMO, Scientific Affairs, Marketing
• PC coordinating sponsored and internal projects/cases initiating projects from AS Uppsala and AS Boston

 
Coordinate projects from “Quote Accepted” to “Experiment Started”.:

• Maintain effective integrated project execution strategies and plans.
• Establish clear and consistent communication with customers, including defining expectations of the customer, BDM/BDS, and Analysis Service (AS).
• Establish clear and concise communication with relevant internal stakeholders relevant to customer projects: FAS, DS, Legal department.
• Update the customer and BDM/BDS in a timely manner and in clear terms if there are changes in expected timelines, cost, or deliverables.
• Manage and review paperwork related to the studies (ASA, SF, SM, WO, or specific sample release documents, etc.). Collaborate with Legal team by reviewing SOW under MSA for AS projects.
• Manage and review the logistics of studies (getting projects out of quarantine, project composition, conveying timelines, and tracking project progress).
• Timely updating information under relevant platforms (V/Z drive on server, Salesforce, internal Kanban, LIMS, Data Delivery cloud platforms and any additional interfaces according to criteria and timeline.
• Maintain positive relationships with internal and external clients and ensure client satisfaction through superior service.
• Participate in regular meetings with AS, Sales, Global PC team, Global Customer Care team or in any relevant meeting as needed.
• Assist in the creation of SOP and work instructions related to that of the Project Coordinator position under QMS.
• Identify, implement, comply with, and maintain applicable Company safety, environmental and quality standards, procedures, and policies and other relevant legislative and regulatory requirements

 
Qualifications & Competencies:
Education (minimum requirements for the Job):

• University degree within the Life Sciences field or equivalent

Qualifications – Required experience, knowledge & technical skills:

• Several years of experience in Project coordination or Project Management, preferably in the Life Science field
• Ability to meet customers in a professional and customer-friendly way
• Experience with laboratory work, preferentially routine work with large sample sets and/or service organizations is a plus.
• Documented experience in Microsoft Office and Salesforce programs and an ability to learn other software and systems
• Presentation skills

 
 
Competencies - Personal skills and abilities:

• Thorough, self-motivated, and pro-active team-player with an interest to work across teams and disciplines
• Demonstrated strong communication skills, both oral and written
• Strong organizational skills and attention to detail
• Ability to balance multiple projects and be flexible in day-to-day work tasks
• Team player
• Problem solving mindset

 
Key Skills: Customer Service, Project Administration, Sample Logistics Coordination, Salesforce CRM, RMT+, Outlook, Kanban, Microsoft Office, Documentation Management, Stakeholder Communication, Process Coordination, Cross-functional collaboration.
 
BENEFITS:
We offer a comprehensive benefits package designed to support the health, well-being, and financial security of our employees and their families. Eligible employees may receive:

• Health Insurance: Medical, dental, and vision coverage
• Retirement Plans: Participation in a company-sponsored retirement savings plan.
• Legal Service Plans: Offering access to attorneys for legal advice and representation.

 
If this opportunity interests you, please respond by clicking on EasyApply.
 
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VARITE is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.