The Sample Reception Supervisor is responsible for overseeing the daily operations of the Sample Reception Department, ensuring the accurate, efficient, and timely processing of samples through the Laboratory Information Management System (LIMS). This role coordinates the receipt, tracking, and distribution of samples to laboratory departments, supporting the seamless flow of samples throughout the testing process. The supervisor is accountable for maintaining compliance with quality, safety, and operational requirements while driving continuous improvement initiatives within the department. The Sample Reception Supervisor provides leadership and direction to Sample Reception personnel and associated logistics staff, including scheduling, training, performance management, and ongoing development. This role fosters a culture of operational excellence, teamwork, and customer service, ensuring departmental objectives are met and client expectations are consistently exceeded.
Key duties and responsibilities:
- Receives samples from clients at the service counter or through courier deliveries and ensures all incoming samples are properly sorted, inspected, and documented.
- Identifies, investigates, and documents sample deficiencies, including issues related to sample condition, packaging, temperature, labeling, and accompanying documentation.
- Utilizes the Laboratory Information Management System (LIMS) and other laboratory software systems to accurately log samples, generate labels, and maintain sample traceability throughout the testing process.
- Prepares and prioritizes soil samples, rush projects, and other time-sensitive submissions to support laboratory operations and client commitments.
- Provides front-line customer service by responding to client inquiries, communicating project requirements, and forwarding relevant information or feedback to the appropriate Project Manager.
- Engages with clients as needed to clarify project requirements and ensure accurate sample handling and processing.
- Coordinates the preparation and distribution of sample containers, bottle orders, and client supplies for pickup or shipment.
- Prepares samples and documentation for shipment to internal laboratory locations, external testing facilities, and subcontract laboratories as required.
- Schedules and coordinates courier pickups and deliveries to support sample transportation and client service requirements.
- Investigates and resolves sample submission discrepancies, including mislabeled samples, missing containers, incomplete chain of custody documentation, and other non-conformances, escalating issues as required.
- Assigns and coordinates daily activities for Sample Reception staff and drivers, ensuring workloads are balanced and operational priorities are achieved.
- Provides leadership, training, coaching, and performance management to support employee development and maintain departmental effectiveness.
- Oversees Sample Reception quality control activities, including bottle quality checks, duplicate sample handling, DI water checks, and other quality assurance processes in accordance with established procedures.
- Monitors and maintains inventory levels of sample containers, laboratory supplies, shipping materials, and departmental consumables, ensuring adequate stock is available to support operations.
- Coordinates the receipt, storage, and distribution of bottles, client supplies, and other materials required for sample collection and laboratory operations.
- Performs administrative duties including maintaining records, filing documentation, and supporting departmental reporting requirements.
- Answers and directs telephone calls and provides clients with routine information regarding sample submissions, supplies, and laboratory services.
- Maintains a clean, organized, and safe work environment by performing and overseeing housekeeping activities related to Sample Reception operations.
- Ensures compliance with company quality, safety, regulatory, and operational requirements.
- Performs other related duties and responsibilities as assigned.