Office Coordinator

Position Summary

As our Office Coordinator, you are the backbone of site operations. You will function as the central coordinator for all day-to-day office and facility functions, while serving as a crucial administrative partner to our scientific and laboratory personnel, allowing our technical teams and site leadership to stay focused on their primary responsibilities.

Rather than waiting to be told that supplies are running low, a repair is overdue, or a vendor needs follow-up, you are someone who actively anticipates needs and owns solutions. If you are an empathetic, sharp operational multi-tasker who loves building efficient processes, coordinating logistics, and creating a world-class workplace experience, this role is built for you.

1. Front Desk & Reception

• Serve as the primary point of contact for visitors, vendors, delivery personnel, and guests.
• Greet and check in visitors, notify appropriate team members of arrivals, and manage visitor access, badges, sign-in procedures, and required documentation.
• Answer and route incoming phone calls and general inquiries promptly.
• Receive and distribute incoming mail, packages, and deliveries—including helping coordinate special or time-sensitive laboratory deliveries.
• Coordinate outgoing FedEx, UPS, courier, and other specialty shipments.
• Maintain a professional, organized, and welcoming reception and waiting area.

2. Office & Facility Management

• Manage day-to-day office operations to ensure the facility remains organized, functional, and professional.
• Maintain complete inventory counts for office, kitchen, cleaning, and general facility supplies—ordering and restocking before inventory becomes critically low.
• Coordinate routine maintenance and repair requests, tracking open facility issues through completion.
• Ensure conference rooms, common areas, kitchens, and reception areas are organized, fully stocked, and ready for use.
• Coordinate office keys, access cards and building access as appropriate.

3. Lab Operations Administrative Support

• Assist laboratory staff with ordering routine lab supplies and consumables; track frequently used supplies to help prevent stock-outs.
• Receive laboratory supply deliveries and route them promptly to the appropriate team.
• Help coordinate vendor service visits, preventive maintenance, and equipment service calls for laboratory equipment.
• Maintain vendor contact information, service schedules, and relevant maintenance records.
• Coordinate specialty couriers and pickups when requested by laboratory personnel; maintain organized storage areas for general laboratory supplies.
• Note: This position supports laboratory operations administratively without performing technical laboratory procedures.

4. Purchasing & Vendor Coordination

• Maintain preferred vendor lists, contact information, recurring service records, contracts, and subscriptions.
• Track purchase orders, deliveries, backorders, and outstanding items; follow up with vendors regarding delayed or incorrect shipments and coordinate returns/replacements.
• Review invoices for basic accuracy and route them for approval and payment.
• Help identify opportunities to consolidate purchasing and reduce unnecessary operational expenses.

5. New Employee & Workplace Support

• Help prepare for new employee arrivals by coordinating workspace, office supplies, access badges, keys, and welcome materials.
• Maintain onboarding and offboarding administrative checklists, including collecting keys, badges, and company property during offboarding.
• Serve as a helpful resource for employees regarding routine office and facility questions.
• Develop and maintain office procedures, standard operating procedures (SOPs), and administrative checklists.
• Coordinate food, beverages, and supplies for meetings, leadership visits, and team events.

Qualifications

• Experience: 2-4+ years of experience in an office coordinator, reception, facility management, or operations support role (prior exposure to a laboratory, biotech, clinical, or healthcare environment is highly preferred).
• Proactive Ownership: A "no task too small" mindset with a proven track record of identifying problems and resolving them before they disrupt the team.
• Exceptional Organization: High-level organizational skills with the ability to manage competing priorities across reception, purchasing, and facility management without dropping details.
• Tech Proficiency: Comfortable with modern office technology, including Google Workspace, Microsoft 365, Slack, video conferencing systems, and web-based ordering/inventory software.
• Professional Presence: Clear, warm, and professional verbal and written communication skills with strong customer-service intuition.

Compensation & Total Rewards

• $20.00 - $22.00 hourly (commensurate with experience and certifications)
• This role is full-time, in-person in Nashville, Tennessee.
• We offer Medical, Dental, and Vision insurance plans and additional offerings to support your long-term well-being.

About the Company

TAM Global is a visionary parent ecosystem uniting specialized companies across science, medicine, technology, diagnostics, AI, pharmacy, and data infrastructure. The organization focuses on breaking down silos in modern medicine by connecting scientists and clinicians in real time to accelerate the translation of discoveries to patient care. Through entities such as TAM Center, TAM AI, TAM Biosciences, TAM Diagnostics, TAM Pharmacy, and TAM Data, TAM Global builds an integrated, outcomes-driven medical ecosystem. The mission is to discover, validate, and deliver medical breakthroughs that measurably improve human health. Team members join a collaborative environment that values precision, accountability, and innovation in translational medicine.

We foster a collaborative, fast-paced environment where integrity, continuous learning, and excellence are part of our everyday culture. Whether you’re a scientist, pharmacy technician, clinician or support professional, you’ll have the opportunity to contribute to meaningful work, grow professionally, and help shape the future of personalized healthcare. At TAM Global, every team member plays an important role in our mission to deliver exceptional care and make a lasting impact on the patients and communities we serve.

Pay: $20.00 - $22.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• How many years experience do you have as an office coordinator, reception, facility management, or operations support role?
• How many years have you worked in a laboratory, biotech, clinical, or healthcare environment?

Experience:

• Office management: 2 years (Required)

Ability to Commute:

• Nashville, TN 37211 (Required)

Work Location: In person