Sample Dispatch Specialist

Avantor•King of Prussia, PA

19h•Onsite

About The Position

Responsible for the day-to-day operational coordination of a varied range of inventory & material management activities at customer facilities. Coordinates activities such as sourcing items or materials and the management and processing of critical materials used in laboratory and production environments, such as consumables, chemicals, solvents and reagents. Coordinates task allocation and streamlines workflows, and contributes operationally to the activities coordinated. Collects, documents, organizes and reports data and observations. Independently solves problems requiring a broad and deep understanding of lab operations and making judgements on the basis of insights gained through experience. Communicates with internal teams and customers on matters that involve a requirement to understand, support and engage others. The Sample Specialist supports advanced shipment activities, including international, temperature-controlled, and regulated materials, ensuring all shipments are prepared, documented, and executed in accordance with applicable standards. This role serves as a subject matter expert in shipping regulations and provides guidance on complex shipment scenarios.

Requirements

High school diploma or equivalent required
5 or more years of experience required in inventory management, material handling, warehouse operations or supply chain
At least 2 years in a coordination, lead or supervisory capacity in a regulated environment required
Advanced proficiency in ERP systems (SAP MM, Oracle or equivalent) including reporting, item master management and purchasing
Experience with barcode scanning, warehouse management systems and handheld data collection devices
Advanced proficiency in Microsoft Excel (pivot tables, VLOOKUP, charts, conditional formatting, data analysis) and PowerPoint
Strong knowledge of chemical storage, segregation, compatibility, labelling and SDS management
Advanced understanding of FIFO, FEFO, lot tracking, expiration management, cycle counting and variance investigation
Demonstrated ability to prepare operational reports, presentations and data analyses for management and customer audiences
Experience coordinating or supervising team activities including scheduling, task allocation and performance feedback
Interpret and apply complex regulatory requirements to shipment scenarios
Manage multiple high-priority, time-sensitive shipments with accuracy and attention to detail
Analyze and resolve complex shipment issues, including regulatory and customs challenges
Communicate effectively with internal stakeholders and external partners
Work independently while contributing to team and operational objectives
Adapt to evolving regulatory requirements and operational needs
Maintain high standards of compliance and documentation accuracy

Nice To Haves

Certification or training in Dangerous Goods regulations (IATA, ADR, IMDG) preferred
Experience with international shipping, customs documentation, and temperature-controlled logistics is highly desirable

Responsibilities

Supports the planning and execution of complex sample shipment operations, ensuring compliant, secure, and timely transport of materials to external partners, laboratories, and customers.
Coordinates shipments that require advanced regulatory knowledge, specialized handling, and detailed documentation.
Performs a variety of tasks including shipment planning, regulatory classification, packaging selection, documentation preparation, and coordination with external logistics providers.
Ensures all shipments meet applicable regulatory, safety, and quality requirements prior to dispatch.
Applies experience and independent judgment to address complex shipment challenges such as international shipping requirements, customs clearance issues, hazardous material classifications, and temperature-controlled transport conditions.
Troubleshoots shipment issues, resolves documentation discrepancies, and coordinates corrective actions to ensure successful delivery.
Prepares and reviews shipment documentation, including dangerous goods declarations, export/import paperwork, and courier-specific requirements.
Collaborates with internal teams, external vendors, and courier partners to coordinate specialized shipments and resolve issues that arise during transit.
Serves as a point of escalation for complex shipment-related challenges and provides technical guidance to ensure compliance and efficiency.
Supports continuous improvement initiatives related to sample shipment processes, including identifying opportunities to enhance efficiency, reduce costs, and improve service quality.
Analyzes shipment data, identifies trends, and recommends process enhancements.
Ensures strict adherence to safety, quality, and regulatory standards, including GMP, GDP, GLP, and Dangerous Goods regulations, within a controlled and compliance-driven environment.
Applies transport regulations to ensure compliant shipments.
Organizes complex shipments with multiple constraints and requirements.
Prepares and reviews detailed shipping and regulatory documentation.
Resolves complex shipment issues and deviation.
Manages relationships with external logistics providers.
Reviews shipment data to identify trends and improvement opportunities.