Archived listing. The details below describe a past opening.
Role Description
Pathogenia Laboratory is seeking an experienced and highly organized Sample Reception Supervisor to oversee the daily operations of the Sample Reception Department. This position plays a key role in ensuring the accurate, efficient, and timely receipt, registration, tracking, and distribution of laboratory samples.
Key Duties and Responsibilities
- Oversee the day-to-day operations of the Sample Reception Department, ensuring samples are received, processed, documented, and distributed accurately and efficiently.
- Receive samples from clients, couriers, and other sources, ensuring all incoming samples are properly sorted, inspected, identified, and documented.
- Review samples for compliance with established acceptance criteria, including sample condition, packaging, labeling, temperature, volume, and required documentation.
- Identify, investigate, document, and escalate sample deficiencies, discrepancies, and non-conformances as required.
- Use the Laboratory Information Management System (LIMS) and other laboratory software to register samples, generate labels, enter relevant information, and maintain complete sample traceability.
- Ensure samples are correctly prioritized and distributed to the appropriate laboratory departments based on testing requirements, turnaround times, and operational priorities.
- Coordinate the handling of urgent, priority, and time-sensitive samples to ensure client commitments and laboratory turnaround requirements are met.
- Provide professional and responsive front-line customer service to clients regarding sample submissions, testing requirements, supplies, and general laboratory inquiries.
- Communicate with clients to clarify sample information, submission requirements, documentation, and other project-specific requirements.
- Escalate client concerns, technical questions, and project-related matters to the appropriate Project Manager or laboratory personnel.
- Coordinate the preparation, organization, and distribution of sample containers, collection kits, bottles, and other client supplies for pickup or shipment.
- Prepare samples and associated documentation for transfer to internal laboratory locations, external testing facilities, and subcontract laboratories, as applicable.
- Schedule and coordinate courier pickups and deliveries to support efficient sample transportation and client service.
- Investigate and resolve sample submission discrepancies, including mislabeled or unidentified samples, missing containers, incomplete documentation, chain-of-custody issues, and other non-conformances.
- Assign and coordinate daily activities for Sample Reception personnel and drivers, balancing workloads and ensuring departmental priorities are achieved.
- Provide leadership, coaching, training, and ongoing support to Sample Reception employees.
- Participate in employee performance management, development, onboarding, and
Qualifications
- Strong supervisory skills with experience leading reception or front-desk teams and coordinating daily operations.
- Proficiency in receptionist duties, including sample check-in, scheduling, record keeping, and managing reservations or bookings.
- Demonstrated customer service skills for interacting with clients, couriers, and internal teams in a professional and responsive manner.
- Effective communication skills, both written and verbal, with the ability to provide clear instructions and document information accurately.
- Attention to detail and organizational skills for handling multiple samples, maintaining logs, and ensuring compliance with procedures.
- Experience in a laboratory, healthcare, or food safety environment is an asset.
- Familiarity with laboratory information management systems (LIMS) or similar data systems is preferred.
- Relevant diploma or degree in science, laboratory technology, administration, or a related field is beneficial.
- Bilingual (French and English)
