Sample Dispatch Specialist

The Opportunity:

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.

MAJOR DUTIES AND RESPONSIBILITIES

The Sample Specialist position supports the planning and execution of complex sample shipment operations, ensuring compliant, secure, and timely transport of materials to external partners, laboratories, and customers. This role is responsible for coordinating shipments that require advanced regulatory knowledge, specialized handling, and detailed documentation. Working under general supervision, the Sample Specialist performs a variety of tasks including shipment planning, regulatory classification, packaging selection, documentation preparation, and coordination with external logistics providers. The role ensures all shipments meet applicable regulatory, safety, and quality requirements prior to dispatch. The Sample Specialist 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. Responsibilities include troubleshooting shipment issues, resolving documentation discrepancies, and coordinating corrective actions to ensure successful delivery. This position is responsible for preparing and reviewing shipment documentation, including dangerous goods declarations, export/import paperwork, and courier-specific requirements. The role ensures accuracy, completeness, and compliance with all applicable regulations and internal procedures. The Sample Specialist collaborates with internal teams, external vendors, and courier partners to coordinate specialized shipments and resolve issues that arise during transit. The role serves as a point of escalation for complex shipment-related challenges and provides technical guidance to ensure compliance and efficiency. This role also supports continuous improvement initiatives related to sample shipment processes, including identifying opportunities to enhance efficiency, reduce costs, and improve service quality. Responsibilities may include analyzing shipment data, identifying trends, and recommending process enhancements. The role requires strict adherence to safety, quality, and regulatory standards, including GMP, GDP, GLP, and Dangerous Goods regulations, within a controlled and compliance-driven environment. Regulatory Compliance & Dangerous Goods Handling

• Applying transport regulations to ensure compliant shipments Shipment Planning & Coordination
• Organizing complex shipments with multiple constraints and requirements Documentation Accuracy
• Preparing and reviewing detailed shipping and regulatory documentation Problem Solving & Escalation Management
• Resolving complex shipment issues and deviation Vendor & Courier Coordination
• Managing relationships with external logistics providers Data Analysis
• Reviewing shipment data to identify trends and improvement opportunities

QUALIFICATIONS

Education:

High school diploma or equivalent required

Experience:

5 or more years of experience required in inventory management, material handling, warehouse operations or supply chain with at least 2 years in a coordination, lead or supervisory capacity in a regulated environment required Certification or training in Dangerous Goods regulations (IATA, ADR, IMDG) preferred Experience with international shipping, customs documentation, and temperature-controlled logistics is highly desirable 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

ENVIRONMENTAL WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

Typically works in a customer laboratory or warehouse environment with adequate lighting and ventilation and a normal range of temperature and noise level. The role requires the associate to talk, hear, bend, stoop, squat, reach above shoulder height, kneel, balance, and push or pull. Specific vision abilities required include close vision, peripheral vision, depth perception, and the ability to adjust focus. Lift, carry, push, or pull up to 50 pounds (23kg) with or without assistance. Stand and walk for extended periods across a customer facility. Use both hands for repetitive grasping and manipulation. Operate basic warehouse equipment such as a pallet jack.

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this position. Avantor is proud to be an equal opportunity employer. Why Avantor? Dare to go further in your career. Join our global team of 14,000+ associates whose passion for discovery and determination to overcome challenges relentlessly advances life-changing science. The work we do changes people's lives for the better. It brings new patient treatments and therapies to market, giving a cancer survivor the chance to walk his daughter down the aisle. It enables medical devices that help a little boy hear his mom's voice for the first time. Outcomes such as these create unlimited opportunities for you to contribute your talents, learn new skills and grow your career at Avantor. We are committed to helping you on this journey through our diverse, equitable and inclusive culture which includes learning experiences to support your career growth and success. At Avantor, dare to go further and see how the impact of your contributions set science in motion to create a better world. Apply today!

EEO Statement:

We are an Equal Employment/Affirmative Action employer and VEVRAA Federal Contractor. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state/province, or local law. If you need a reasonable accommodation for any part of the employment process, please contact us by email at recruiting@avantorsciences.com and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this email address. For more information about equal employment opportunity protections, please view the Know Your Rights poster.

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Party Non-Solicitation Policy:

By submitting candidates without having been formally assigned on and contracted for a specific job requisition by Avantor, or by failing to comply with the Avantor recruitment process, you forfeit any fee on the submitted candidates, regardless of your usual terms and conditions. Avantor works with a preferred supplier list and will take the initiative to engage with recruitment agencies based on its needs and will not be accepting any form of solicitation. Avantor®, a Fortune 500 company, is a leading global provider of mission-critical products and services to customers in the biopharma, healthcare, education & government, and advanced technologies & applied materials industries. Our portfolio is used in virtually every stage of the most important research, development and production activities in the industries we serve. One of our greatest strengths comes from having a global infrastructure that is strategically located to support the needs of our customers. Our global footprint enables us to serve more than 225,000 customer locations and gives us extensive access to research laboratories and scientists in more than 180 countries. We set science in motion to create a better world.