Laboratory Records & Administrative Specialist

Are you looking for a Challenge? Looking for an innovative organization and the opportunity to learn and grow professionally? We can help! We are seeking a Laboratory Records & Administrative Specialist to support the U.S. Food and Drug Administration (FDA) Office of Regulatory Testing and Surveillance (ORTS) at one of eight Human and Animal Food Laboratory locations across the United States. This position plays a key role in ensuring the integrity and accessibility of analytical laboratory records by managing document scanning, electronic submission, records archiving, and administrative support under FDA’s Laboratory Information Management System (LIMS).

I’ve never heard of Terrestris. What do you do?

At Terrestris, we leverage technology to create better mission outcomes through better human performance. We form strong client and team relationships through transparency and strive to create an environment where our team can let their excellence shine through. By finding, developing, and incorporating new ideas, we provide memorable services. Rooted in the USMC values of honor, courage, and commitment, Terrestris seeks to deliver extraordinary value to the American people by helping the Government become more efficient and effective.

So, what will the Laboratory Records & Administrative Specialist at Terrestris do?

The Laboratory Records & Administrative Specialist will provide on-site administrative support services including scanning and electronic submission of analytical worksheets, laboratory records management and archiving, records destruction, and general administrative support — all in support of the FDA’s initiative to modernize laboratory document management through its Laboratory Information Management System (LIMS).

What does a typical day look like for the Laboratory Records & Administrative Specialist?

You will:

• Prepare, scan, and convert analytical worksheet packages into OCR-enabled PDF format, ensuring all pages are present, properly ordered, and optimized to meet FDA’s file size requirements (≤85 MB).

• Log into LIMS to upload completed worksheet packages and send email notifications to the corresponding compliance teams.

• Organize and maintain electronic repositories of scanned documents, creating backup copies and performing routine cleanup and compression of electronic files.

• Archive and organize hard copies of worksheet packages — boxing, labeling, barcoding, and indexing records in accordance with FDA’s records retention schedule.

• Retrieve archived hard copy and electronic records upon request by FDA officers.

• Coordinate and witness onsite records destruction (shredding) in accordance with FDA’s retention schedule, maintaining a destruction log.

• Provide administrative support including scheduling meetings via Microsoft Outlook, recording meeting minutes and action items, and preparing travel estimates.

• Support laboratory operations using Microsoft Office (Word, Excel, PowerPoint, Outlook), SharePoint, Visio, and Project.

• Assist with equipment and chemical inventory, data entry into laboratory systems, mail handling, and supply logistics.

• Complete all mandatory FDA training, including annual Computer Security Awareness, LIMS, QMiS, Privacy and Records Management, and driver training as required.

What qualifications do you look for?

You might be the professional we’re looking for if you have:

• Authorization to work in the U.S. permanently, without sponsorship.

• A high school diploma or GED equivalent; associate’s or bachelor’s degree in a related field preferred.

• At least 2 years of experience in administrative support, document management, records management, or a closely related clerical role.

• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and SharePoint.

• Experience with document scanning, PDF conversion (Adobe Acrobat or equivalent), and electronic file management.

• Ability to obtain and maintain an FDA background investigation and security access card (fingerprint return must be “favorable”).

• Ability to lift and move boxes weighing up to approximately 15 lbs. on a routine basis.

• Strong attention to detail and ability to maintain high accuracy (99%+) in data entry, document