Operations & Office Coordinator

About Empath Labs

At Empath Labs, we believe that empathy is a catalyst for better healthcare outcomes. Our flagship product,

Clinical Companions

, transforms the pediatric clinical trial experience through interactive, play-based tools that simulate medical procedures and reduce anxiety. By preparing children and their caregivers for what to expect, we improve adherence, retention, and trust—ultimately accelerating drug development and ensuring trials are inclusive of younger patients.

The Clinical Companions program centers around an interactive plush and a mobile application that trial participants can use to care for their companion, mirroring the activities of the study protocol. We partner with leading pharmaceutical companies and CROs to distribute localized study-specific site kits of our Clinical Companions to pediatric clinical trial sites worldwide.

Role Description

We are seeking an Operations Associate to join our team at Empath Labs’ Providence headquarters. This role is integral to ensuring smooth operations of our Clinical Companions program, supporting fulfillment logistics, maintaining inventory, and assisting with day-to-day office administration. The ideal candidate is highly organized, proactive, and eager to support both operational and team needs.

Primary Job Responsibilities

Clinical Companions Fulfillment & Operations

Packout of Products

: Assemble, quality inspection, and packing of Clinical Companions products to customers. Work closely with program management to ensure timely deployment and shipment accuracy.

Logistics & Shipping Coordination

: Generate and process shipment documentation (labels, import documentation), coordinate dispatch with carriers, and monitor delivery timelines.

Shipment Tracking & Issue Resolution

: Proactively track shipments, troubleshoot delays, and communicate with clients / sites regarding status updates and resolution of any delivery issues.

Documentation &

Maintain organized records of shipments, inventory, and administrative purchases utilizing Salesforce CRM.

Inventory Management

: Maintain accurate stock levels and coordinate reordering as needed.

Clean & Safe Environment

: Maintain both office and warehouse / production areas in safe, organized working condition.

Office Administration & Team Support

Office Supply & Resource

Order, track, and organize office and operational supplies; ensure availability for both administrative and fulfillment needs.

Team Logistics &

Coordinate team meals, meetings, and internal events to support a collaborative work culture.

Vendor & Partner Coordination

: Liaise with external vendors (printers, couriers, suppliers) to support both fulfillment and office functions.

Cross-Team Support

: Assist program management, software, and design teams with ad-hoc tasks related to study deployment.

Travel

Local errands, travel to warehouse (10 miles) may be required on a ~weekly basis; Access to reliable transportation required.