Job Opening: Lab Administrative & Operations Executive (Research Laboratory)
Location: IIT Bombay, Powai, Mumbai
Employment Type: Full-time
Experience: 3–8 years (relevant experience preferred)
About the Role
A research laboratory at IIT Bombay is seeking a highly organized, proactive, and experienced Lab Administrative & Operations Executive to oversee the laboratory's administrative, financial, procurement, and compliance-related activities.
This is a critical non-technical role responsible for ensuring the smooth day-to-day functioning of the laboratory by managing procurement, financial documentation, records, compliance with IIT Bombay procedures, and general administrative operations. The selected candidate will work closely with the Principal Investigator (PI), research staff, students, vendors, and the institute administration.
The ideal candidate should be detail-oriented, capable of handling multiple responsibilities independently, and willing to learn and strictly adhere to IIT Bombay's administrative and financial procedures.
Key Responsibilities
Procurement & Purchase Management
- Manage the complete procurement cycle from requirement collection to order completion.
- Prepare and process:
- Requests for Quotation (RFQs)
- Purchase Requisitions
- Purchase Orders (POs)
- Comparative Statements
- Vendor communications
- Coordinate with vendors for quotations, negotiations, deliveries, and payments.
- Ensure procurement complies with IIT Bombay purchasing policies and government regulations.
Financial & Accounts Coordination
- Process invoices and vendor payments.
- Maintain payment records and expenditure tracking.
- Coordinate reimbursements and financial documentation.
- Assist with project budget monitoring and fund utilization.
- Maintain proper documentation for audits and financial reporting.
- Coordinate salary, fellowship, and stipend-related documentation wherever applicable.
Import & Export Documentation
- Maintain complete records of imported and exported laboratory equipment, chemicals, consumables, and research materials.
- Coordinate documentation required for customs clearance and logistics.
- Track shipment status and maintain inventory records.
Administrative Operations
- Maintain comprehensive records of laboratory purchases, assets, consumables, inventory, and documentation.
- Organize both physical and digital filing systems.
- Maintain attendance records of laboratory staff, students, interns, and project personnel.
- Assist in onboarding new lab members with required documentation.
- Schedule meetings and maintain administrative calendars when required.
- Support laboratory operations by ensuring timely completion of administrative tasks.
Compliance & Documentation
- Ensure all laboratory administrative activities comply with IIT Bombay norms, institute regulations, funding agency guidelines, and government procedures.
- Learn and implement institute policies related to procurement, finance, project administration, and record keeping.
- Maintain documentation required for audits, inspections, and project reviews.
- Ensure all records are accurate, complete, and readily accessible.
Coordination
Liaise effectively with:
- IIT Bombay administrative offices
- Finance and Accounts sections
- Purchase and Stores departments
- Vendors and suppliers
- Logistics providers
- Principal Investigator (PI)
- Research staff and students
Required Qualifications
- Bachelor's degree in Commerce (B.Com), Business Administration (BBA), Management, Finance, Accounting, or a related discipline,
- Candidates with a Master's degree (MBA, M.Com, or equivalent) will be preferred.
- Relevant certifications in procurement, finance, office administration, or supply chain management will be an added advantage.
From Scientific / Technical Background, who took up roles in accounting/project management and MBA finance further
- B.Tech./M.Tech. in Chemical Engineering, Biotechnology, Biomedical Engineering, Materials Engineering, or related disciplines.
- B.Sc./M.Sc. in Chemistry, Biotechnology, Biochemistry, Physics, Life Sciences, Pharmaceutical Sciences, Environmental Sciences, or other relevant scientific disciplines.
Candidates who have subsequently gained experience or additional qualifications in project management, finance, procurement, operations, research administration, institutional management, or business administration will be highly preferred.
Experience
- Minimum 3 years of relevant experience in administration, procurement, accounts, office operations, research administration, or institutional operations.
- Experience working in universities, research institutes, government organizations, laboratories, hospitals, or similar institutions will be highly preferred.
- Experience handling procurement and financial documentation is essential.
Required Skills
- Strong knowledge of procurement and purchase processes.
- Experience handling RFQs, Purchase Orders, invoices, vendor management, and payment coordination.
- Basic understanding of accounting principles and financial documentation.
- Excellent documentation and record management skills.
- Strong organizational and multitasking abilities.
- High attention to detail and accuracy.
- Ability to work independently with minimal supervision.
- Strong communication and interpersonal skills.
- Excellent written and verbal English.
- Proficiency in Microsoft Excel, Word, Outlook, and Google Workspace.
- Ability to maintain confidentiality of financial and administrative records.
- Willingness to quickly learn IIT Bombay administrative procedures, procurement norms, and financial regulations.
Preferred Skills
- Experience working with research grants and sponsored projects.
- Familiarity with government procurement procedures.
- Knowledge of inventory and asset management.
- Experience coordinating imports and exports of scientific equipment.
- Understanding of audit documentation and compliance.
- Experience maintaining attendance and administrative records.
- Ability to prioritize multiple deadlines efficiently.
Personal Attributes
We are looking for someone who is:
- Highly responsible and dependable.
- Self-motivated and proactive.
- Organized and methodical.
- Ethical and trustworthy.
- Quick to learn new procedures and policies.
- Comfortable interacting with faculty, researchers, vendors, and institute officials.
- Able to handle confidential information with professionalism.
Location Preference
Candidates based in Mumbai or willing to relocate to Mumbai will be preferred.
Pay: ₹25,000.00 - ₹50,000.00 per month
Work Location: In person
