HIRING — Support Virtual Lab Manager

Support Virtual Lab Manager at a growing life science company

If you have experience with lab management, purchasing, basic accounting, or customer service, apply!

ABOUT HAPPILABS

HappiLabs is a small business with a startup mentality in Chicago that provides a service to scientists called the Virtual Lab Manager. We support scientists in various ways, virtually, which includes acting as an outsourced purchasing department (some might say a Personal Shopper) for biotech companies and scientific research labs.

We have a mission: to improve the happiness of scientists and the quality of their research.

By helping scientists do their job, we are helping all the people on the planet who benefit from inventions, creations, and knowledge that scientists create.

Purchasing and Customer Service ScientistYou will work out of our Chicago office where you’ll support our Virtual Lab Managers (who are PhDs or long-time lab managers) as they manage labs across the country. You will be interacting with suppliers, freight companies, accountants and scientists.

You will be trained to be one of the best lab managers in the world.

EXPERIENCE

A strong candidate will have one of these backgrounds:

  • Lab manager or tech experience in a lab
  • Logistics or customer service experience (does not need to be in the sciences)
  • Purchaser or bookkeeper
  • Minimum Bachelor’s degree

RESPONSIBILITIES

  • Utilize various apps and software for managing labs
  • Communicate with suppliers (sales reps, technical help & customer service) to obtain pricing and technical info, place orders, retrieve order updates, and solve logistics and supply chain problems
  • Keep detailed accounting records
  • Report progress and solve problems at team meetings

TIMEFRAME

Looking to start now, preferably in Chicago.

COMPENSATION

  • Full-time, salary
  • $35-55k, depending on experience
  • Medical and Dental health benefits
  • Company swag, coffee and snacks at the office, and weekly lunch

SKILLS AND TRAITS YOU SHOULD HAVE

We want a long-term commitment, someone who will help a small company grow into a large one.

  • Tech savvy (very good with a computer, its keyboard and multiple monitors)
  • Proactive mentality – help without being asked to help, and an ability to predict problems
  • Knowledge of hardware or mechanical engineering, and/or chemistry, and/or molecular biology
  • A passion for science and desire to make a difference in the world.
  • Confident presence on the phone. We frequently call suppliers

===== APPLY NOW! ======

CLICK this link –> HAPPILABS JOB APPLICATION (VIA A GOOGLE FORM)

It will not hurt to connect with Tom on LinkedIn.

COVID19 Supply Chain Updates 4/23

Supply Chain Updates

Per our last updates, suppliers are mostly operating and processing orders.

They are still practicing physical distancing and operations are a bit slower than usual.

Many are still prioritizing PPE (especially masks; shortest lead times we’ve found are around two weeks).

Keep in mind that some suppliers are considering all sales final and not accepting returns due to COVID-19.

Courier Updates

Keep close eye on shipments. Definitely get tracking numbers and monitor them and make sure items get delivered.

FedEx and UPS are both operating, but are not guaranteeing delivery, have suspended signature requirements for delivery verification, and aren’t always re-attempting deliveries if they can’t deliver to a site.

For global freight monitoring, Agility Logistics has put together this resource.

We recommend having a sign where deliveries occur stating a lab is open for deliveries and any relevant instructions to ensure a smooth delivery.

If a shipment goes awry, contact the shipper first to see if they can resolve it.

The Happi Note

There are a few labs in the HappiLabs network working directly on COVID-19. Distributed Bio is working on a therapeutic. Octant, Inc. is developing a better detection protocol for the virus. They’re two out of many others working to help the world manage a pandemic.

Grants dedicated to COVID-19 are also out there for scientists working on it.

Rheaply has worked with Northwestern University’s Computer Science department to set up a resource exchange program for getting critical supplies where they are needed. Follow the link to register.

HappiLabs continues to operate and we are grateful for the world’s scientists who work to identify, manage, and solve the world’s problems.

Lab Manager actions while physical distancing and COVID19 Supply Chain Updates 4/15

Lab Manager Actions

Here are some action items HappiLabs recommends while operations at the lab are limited:

  • Chemical inventory (and gathering SDSs that are missing)
  • Take refresher courses on safety and operations
  • Inventory and document capital equipment on site
    • Gather serial numbers, warranty expiry dates, service agreements, and maintenance contact info on a spreadsheet
  • Plan to start up again (make a plan for people to ramp up work
    • Including getting orders in place where possible (some suppliers will hold them until you’re up and running again)
  • Review suppliers/supplies currently used and shop around for better pricing/quality (sales reps are pretty responsive just now)
  • Catch up on reading papers
  • Do technical research on supplies/equipment that might be needed
  • Ensure any equipment not in use is properly shut down (e.g. BSCs)

Supply Chain Updates

Per our last updates, suppliers are mostly operating and processing orders.

They are practicing physical distancing and operations are a bit slower than usual.

Reminder that some suppliers are considering all sales final and not accepting returns due to COVID-19.

And some suppliers are noting that FedEx and UPS are no longer guaranteeing delivery.

Courier Updates

Couriers continue to operate, but note they are still missing deliveries, at times only making one attempt before returning to sender. Last-mile delivery is still the biggest current issue.

FedEx and UPS, as we have noted are also not guaranteeing delivery and not offering reimbursement for lost packages.

If you do need an order processed, let the supplier know that the your lab is open and accepting deliveries and post signage at your delivery entrance to signal to delivery drivers deliveries are being accepted.

The Happi Note

Biocom is maintaining a list of institutions needs for PPE that are working on the COVID-19 front lines. If you have excess, consider donating.

There is a similar list of institutions in need in Illinois and a team is working to match those with supply to those with demand.

HappiLabs is continuing to monitor the effects on the scientific supply chain and continuing to help scientists get the quality items they need to continue their research.

COVID19 Supply Chain updates 4/8

Life sciences suppliers are still largely operational and working, albeit a bit slower than usual as they work to manage processing orders while protecting their own workers as much as possible.

PPE supplies remain tight. Gloves are more available than masks, gowns and sleeves.

Supply Chain Updates

Charles River and The Jackson Laboratory

Animal deliveries affected (via an email from Charles River):

  • As of 4/13 will not be making animal deliveries on Wednesdays in the Bay area
  • Throughout the rest of the week, they are making fewer stops along their routes.
  • Delivery times will be earlier than usual as well given their reduced delivery schedule.
  • Jax has a resources page for managing animals, including cryoperservation and pre-ordering for when labs re-open
  • Jax is also sending around a truck on April 13th and 20th in the San Francisco Bay Area if a lab wants mouse strains picked up for cryppreservation (contact jaxservices@jax.org to inquire).

VWR (could be affecting other suppliers as well)

Some suppliers are experiencing a high volume of unauthorized returns (i.e. couriers unable to deliver and returning items to sender).

  • VWR has told us they have a lot of returns they are sorting through
  • If you *need* an item you ordered, they recommend placing a new order while they sort things out.
  • As always, call the supplier to talk to the shipping compay regarding misrouted/returned packages.
  • VWR has cancelled PPE orders drop shipping from manufacturers like 3M due to high demand. 3M is essentially refusing the VWR purchase orders.
    • This is evidence that suppliers are prioritizing fulfillment for hospitals/companies directly involved in working on COVID-19.

Fisher

  • Fisher Scientific now has a statement on their site akin to what most other suppliers have said about prioritizing PPE orders for customers directly doing work on COVID-19.
  • As with other suppliers, take extra time to order and note the full name of a recipient and let the supplier know a location is open to deliveries.

Twist Bioscience

Twist Bioscience is the first supplier we have seen to actively state they will accept an order and delay shipment until a lab re-opens. If you ask when placing an order, some suppliers will do this for the scientific community even if not stated as openly as Twist Bioscience did.

Courier Updates

Couriers are operating as they were last week and still working to sort out non-delivered packages (often just returning to sender). Get in touch with the supplier to attempt to re-route any packages. See our last post for how couriers are being affected.

The Happi Note

Suppliers are managing this and as essential businesses in response to COVID-19, remain open.

Keep washing hands and ensure that surfaces are properly cleaned. Production Automation Corporation has gathered guidelines for cleaning surfaces to mitigate COVID-19 spread (though note: these are recommendations based on what we know has worked against other coronaviruses and can reasonably be expected to work as well against SARS-CoV-2 (aka COVID-19).

If you have extra supplies, Biocom has a site of places requesting items and to register if you are needing supplies.

HappiLabs is contining to monitor the supply chain and is still working along with our partners to help scientists during this pandemic.

COVID19 updates 4/3

Science goes on and most life sciences suppliers are considered essential and remain operational, though operating more slowly as they practice physical distancing (i.e. customer and technical services work from home).

Supply Chain Updates

Items outside of PPE and patient sample collection items remain largely available and the normal supply chain is operational, if slower.

Worth repeating that PPE and patient sample collection items like masks and flocked swabs are are in short supply and often on backorder.

For PPE requests with reputable suppliers, HappiLabs recommends the following:

  • Don’t believe a supplier website about their availability/lead time.
  • Calling customer service is also often not reliable at the moment.
  • Get an order in anyway for the PPE item you want.
    • This might prompt an estimated delivery date and gets you on a waiting list.

Carrier Updates

FedEx has a page dedicated to how COVID-19 is affecting their operations and deliveries. Highlights:

  • FedEx has options to re-route packages for local pickup if a delivery is missed
  • They recommend letting vendors know a lab is open for deliveries (for HappiLabs, we’ve got you covered!)
  • Cashback guarantees and delivery signature requirements have been suspended.

UPS has a similar site minus the help with delivery options. And as we reported last week, our anecdotal experience is that UPS seems to be having more delivery disruptions and problems than FedEx.

While most of the carrier industry is still working, their operations *are* often affected, especially in the final miles of delivery to a specific address.

We still recommend when placing an order scientists let their supplier know they are open and to place obvious signage stating that fact for the benefit of delivery people.

The Happi Note

COVID-19 is still around and physical distancing orders have been extended in many places around the world, including the United States.

The recommendations we made in our last COVID-19 impact post still stand. Keep washing your hands regularly.

We’re still working. Many labs are still working, even if limited just now.

Most items are in stock at suppliers and passionate scientists are continuing to work, including many on the novel Coronavirus, working toward solutions.

We’re here to improve scientists’ happiness and quality of their research and are thankful to all of them who provide a positive vision of the future, especially in times of uncertainty and disruption.