Business Operations Coordinator

Cold Spring Harbor Laboratory (CSHL) invites applications for a Business Operations Coordinator to support all aspects of the Facilities Department business operations. This includes procurement, accounts payable, accounts receivable, timekeeping, capital projects, fleet, budgeting, accounting and business systems. The Business Operations Coordinator will also assist with operations relating to Facilities services, campus transportation, shuttle services, and scientific housing.

Position Responsibilities:

1. Business Operations and Timekeeping
   • Review and process electronic purchase requisition for Facilities staff as needed
   • Maintain dialogue with Procurement to ensure timely processing and delivery of all requested goods and services
   • Respond to Accounts Payable requests for invoice service approvals and delivery approvals; route invoices to end users for approval and ensure all required signatures are obtained for approvals.
   • Provide service and delivery approvals, as well as Purchase Order information as requires for invoice approval. Route approved invoices to Accounts Payable Department for payment.
   • Communicate with Accounts Payable staff to ensure timely processing of all invoices.
   • Provide support and execution for Department timesheets as required for each pay period.
   • Coordinate the collection and recording of all Capital Project labor hours for each pay period to assist the Director, Facilities Business Operations with financial reporting.
2. Business Systems
   • Assist with implementation, administration and use of Project Management and Enterprise Resource Planning systems including Procore and Workday for the Facilities Department.
   • Utilize the Procore project management software platform to drive efficient processing of all Facilities Department invoicing.
3. Finance & Budget
   • Assist in the formulation and tracking of the annual Facilities Operating Budget.
   • Assist in the formulation of the annual CSHL capital budget and tracking of all Facilities capital projects and equipment purchases.
   • Liaise with the Finance Department to process accounting adjustments as needed.
4. Fleet Support
   • Maintain and keep up-to-date all vehicle and heavy equipment fleet records including acquisition, disposal, maintenance, repairs, registration, inspection and department assignments.
   • Track condition and location of all vehicle and equipment inventory.
   • Digitally manage all records pertaining to each fleet vehicle or piece of equipment.
   • Plan, coordinate and schedule all fleet service, maintenance, repair and recall appointments with auto service providers, repair and body shops, fleet management partners and dealers.
   • File and manage auto insurance claims as needed
   • Ensure that all fleet vehicles and equipment have up-to-date plates, inspections, registrations and insurance cards as per all relevant NYS DMV rules and regulations.
   • Visit NYS DMV offices as needed to support fleet operations.
   • Assist in the management of Lab gas card program; ensure all fleet vehicles have valid gas cards on board.
   • Coordinate fleet vehicle cleaning and detailing as needed.
   • Respond to staff requests for short-term vehicle needs and reassignments as needed to support Lab operations.
   • Be knowledgeable about and support administration of Campus Electric Vehicle (EV) charging stations. Coordinate connection requests from Lab community. Coordinate EV station repairs and maintenance as needed.
5. General Administrative Support
   • Assist and support the Director, Facilities Business Operations and other Facilities staff as required including Security, Environmental Health & Safety and Shuttle
   • Assist with scanning, copying and file management as needed.
   • Perform miscellaneous other Facilities Department support duties as assigned.
6. Facilities Operations Support
   • Provide coverage of the Service Front Desk during the Service Coordinator’s lunch hour and other time off (i.e. vacation/sick days) as required.
   • Provide coverage support to the Supervisor of Scientific Housing & Shuttle Services during their scheduled time off and other absences.
   • Notify visitors in guest housing regarding Facilities work and Housekeeping office closures.
   • Assist with coordination of housing for essential Facilities personnel during emergency lab closings (i.e. snowstorms).

Education: High school diploma; Bachelor’s degree preferred.
Experience: Experience coordinating operational processes, administering documentation and data, and supporting cross-functional teams with a high level of accuracy and organization required.
Knowledge/Skills:

• Ability to manage and prioritize multiple tasks efficiently and effectively.
• Consistently approachable, positive, and friendly demeanor to foster a harmonious work environment.
• Capacity to analyze data, identify issues, and recommend solutions to optimize business operations.
• Familiarity with various business software and tools, such as Workday, Procore, and Microsoft Office Suite.
• Clear verbal and written communication abilities, ensuring smooth collaboration with team members and stakeholders.
• Ability to identify challenges and deploy effective solutions promptly.
• Efficiently manage time to ensure timely completion of tasks and meet deadlines.
• Capability to work collaboratively with diverse teams and assist team members as needed.
• Willingness to adjust to changing business environments, requirements, and challenges.
• Ensuring accuracy and precision in all tasks and documentation.
• Capacity to make informed and timely decisions that align with the Lab’s objectives.
• Basic understanding of budgeting, forecasting, and financial reporting to support operations.
• Commitment to providing exceptional service both internal and external to the Facilities Department.