Lab Coordinator

Location: Brussels, imec, Pleinlaan 9 (On-Site only)

About Us:

We’re a robotics project currently incubated within the imec ecosystem, set to spin off into its own company. Our mission? Build cutting-edge robotics that redefine what’s possible in automation and intelligent systems. As we grow, we need someone who can keep our operations running smoothly—and who thrives in a setting where speed, flexibility, and continuous improvement aren’t just buzzwords, but daily realities.

Our Culture (All On-Site in Brussels):

This isn’t a “cruise along” role. We’re moving fast, iterating often, and always looking for new ways to step up our game. If you want a role where you can just punch in and out, this might not be the right fit. But if you’re excited about rolling up your sleeves, improving processes on the fly, and helping shape a workplace that’s dynamic, collaborative, and always pushing forward, then welcome aboard.

Role Overview:

You’ll be a key operational linchpin. Your responsibilities will range from keeping our project management tools on point and ensuring the supply chain runs without a hitch, to managing calendars, events, and general office operations. Essentially, you’ll set the stage for the team to do their best work—whether that’s making sure the lab is fully stocked or helping prepare materials for an upcoming demo. Your goal is to create an environment that keeps us efficient, productive, and ready for whatever comes next.

What you will do

• Project Management Support: Keep project timelines, dashboards, and task boards organized and up-to-date. Collaborate with team members to ensure deliverables remain on track, identifying roadblocks and proposing adjustments when needed.
• Supply Chain & Logistics: Manage vendor relationships, oversee inventory, and coordinate ordering processes to ensure we never run short on critical components. Streamline shipments and deliveries to minimize downtime and optimize efficiency.
• Lab Operations: Organize and maintain the lab space to ensure it remains functional, clean, and productive. Set up workstations and labs for ongoing experiments, tests, and demos.
• Office Operations: Maintain a well-functioning office environment by overseeing supplies, organizing spaces, and troubleshooting basic IT or equipment issues-knowing when to escalate for external support.
• Team & Administrative Support: Schedule meetings, workshops, and events, managing calendars and agendas to keep the team aligned. Process reimbursements, expense claims, and incoming correspondence promptly.
• Documentation & Presentation Preparation: Support the team by creating internal documents, presentation decks, and external-facing materials for demos and events.
• Event & Demo Readiness: Coordinate materials and logistics for upcoming demonstrations, ensuring everything is prepared to impress stakeholders and partners.
• Process Improvement: Identify opportunities to improve existing workflows, implement small changes, and help define new processes that make the team more efficient and productive.

Research group

IMEC-IMS BruBotics

Who you are

• Experience: You have proven experience in office, lab, or project coordination roles, ideally in fast-paced environments such as startups, R&D teams, or robotics-focused organizations.
• Organized & Proactive: You excel at planning and organization-anticipating team needs, staying two steps ahead, and solving problems before they arise.
• Tech-Savvy: You are proficient in Microsoft Office (Excel, Word, PowerPoint) and familiar with project management tools (e.g., Jira, Asana, or Trello). Quick to learn new tools and systems as needed.
• Strong Communicator: You communicate clearly and confidently with team members, vendors, and external stakeholders, ensuring smooth operations and alignment across teams.
• Hands-On & Flexible: You thrive in a dynamic, fast-changing environment where no two days are the same. You're comfortable switching between tasks and roles as priorities shift.
• Problem Solver: You bring a practical, solutions-driven mindset to every challenge, whether it's an inventory issue, an IT hiccup, or a logistical hurdle.
• Detail-Oriented: You have a sharp eye for details, ensuring tasks like inventory checks, expenses, and documentation are handled efficiently and accurately.
• Team Player: You enjoy collaborating closely with diverse teams, contributing to a supportive, high-performance work culture.

Interested?

If you are interested in this position, please send your application letter and cv to: bram.vanderborght@vub.be & constantin.scholz@imec.be 
Questions concerning the position can also be sent to this email address.