Sample Management Coordinator

About the role

QC Lab Support monitors, schedules, and coordinates incoming and outgoing sample shipments for Quality Control. This role supports QC laboratory operations by managing sample flow, ensuring accurate documentation, and maintaining compliance with Good Manufacturing Practices (GMP), Good Laboratory Practices (GLP), and site procedures.

Responsibilities

• Monitor, schedule, and coordinate incoming and outgoing sample shipments for the Quality Control laboratory.
• Pick up and transfer samples within QC to stage them appropriately for outgoing shipment or testing.
• Complete GMP-compliant paperwork in accordance with Standard Operating Procedures (SOPs) for scheduling and submitting samples to external laboratories.
• Monitor receiving areas for incoming shipments and process them in a timely manner following SOPs.
• Manage and monitor business logs related to incoming and outgoing samples to ensure accurate tracking and traceability.
• Manage the receipt of incoming sample shipments and the preparation of outgoing sample shipments in accordance with established procedures.
• Work in a biological safety cabinet with appropriate gowning to sub-aliquot bulk samples into smaller aliquots while maintaining aseptic technique.
• Log samples into the Laboratory Information Management System (LIMS), properly label aliquots, and receive them into final storage as required by labeling and procedures.
• Clearly and accurately communicate the status of samples (picked up, in testing, ready for send-out) to cross-functional teams and stakeholders.
• Maintain up-to-date training records and ensure all required qualifications remain current.
• Effectively train department employees on sample shipment and sample management tasks.
• Perform all duties in strict compliance with SOPs, GMP, GLP, and safety guidelines, maintaining the compliance status required by company and facility standards.
• Avoid performing Sample Management documents in the site electronic document management system.
• Avoid performing additional laboratory support duties as necessary to meet departmental goals and timelines.

Requirements

• Minimum of a high school diploma.
• 5 years of experience at a GMP manufacturing facility, preferably in a sample management, operations, or sampling role.
• Working experience with GMP shipping processes and an understanding of GMP laboratories.
• Knowledge of aseptic techniques and safe handling of samples in a controlled environment.
• Accurate pipetting skills and strong attention to detail in sample preparation and handling.
• Proficiency with MS Office and comfort using computers and a variety of software tools.
• Experience using an Electronic Sample Management System (LIMS).
• Experience using an electronic document system.
• Ability to read, write, and communicate effectively in English.
• Ability to understand and carry out written and verbal instructions accurately.
• Strong written and verbal communication skills for cross-functional collaboration.
• Ability to effectively multi-task and manage multiple sample workflows simultaneously.
• Ability to work independently and as part of a team in a dynamic environment.
• Reliability and a strong safety mindset in daily activities.
• Ability to recognize developing problems and escalate or address them proactively.
• Ability to perform occasional heavy lifting or moving of materials as required.

Qualifications

• Two or more years of college in a Science or Engineering related field (such as Biology, Biochemistry, or Chemistry) are preferred.
• Experience in sample management, quality assurance, quality control, sample preparation, and laboratory preparation.
• Experience with sample labeling systems and inventory management systems is a plus.
• Experience using SAP or similar enterprise systems.
• Experience with electronic laboratory monitoring systems or Building Automation Systems (BAS).
• Detail-oriented and results-driven approach to managing sample workflows and documentation.
• Comfort working in an environment of change and adapting to evolving processes and priorities.