Administrative Assistant

Wimmer Solutions; Dallas (TX); On-site; USD 28,000 - 36,000; Full time

Benefits offered by this job

Paid time off

401k matching

Flexible health care

Dependent care accounts

Commuter spending accounts

Employee assistance program

Life & AD&D insurance

Short/Long-term disability

Payroll advance program

Charitable donation match

Referral rewards

Job summary

Wimmer Solutions is seeking an Administrative Assistant to serve as the primary operations contact for sample-related inquiries and to manage tickets ensuring timely resolution. You will support daily administration of the pharmaceutical sample program, maintaining PDMA, FDA, and internal SOP compliance.

The role requires 3–5 years in pharma sample operations or 7–9 years in lieu of a degree, with a minimum 3 days in-office, and a High School Diploma or GED (Bachelor's preferred).

Qualifications

• Must have 3–5 years of experience supporting pharmaceutical sample operations or 7–9 years in lieu of a degree

Responsibilities

• Manage and support day‑to‑day pharmaceutical sample operations while ensuring compliance with PDMA, FDA, state regulations, SOPs, GDP, and SOX requirements.
• Oversee sample inventory accountability, including tracking, reconciliation, transfers, returns, and reporting.
• Serve as the primary contact for sample‑related inquiries and resolve operational issues through ticket management.
• Support sample fulfillment programs, hand‑carry samples, virtual inventory management, and medical meeting activities.
• Investigate and resolve sample inventory discrepancies in collaboration with field teams and third‑party vendors.
• Maintain audit‑ready documentation and support internal and external compliance audits.
• Partner with Compliance, Legal, Quality, Commercial, and Sales teams to identify and mitigate regulatory and operational risks.
• Develop and maintain SOPs, operational procedures, and training materials, including field sales onboarding and compliance training.
• Administer and support sample management systems such as Veeva, Salesforce, inventory management platforms, and HCP master data systems.
• Manage field sales user administration, including onboarding, territory alignments, role changes, and terminations.
• Coordinate customer and data maintenance activities and troubleshoot system and reporting issues.
• Utilize Excel, Power BI, and reporting tools to monitor KPIs, compliance metrics, and operational performance.
• Collaborate cross‑functionally with Sales, Marketing, Supply Chain, IT, Compliance, Legal, and external vendors to ensure efficient and compliant sample distribution.
• Drive process improvements to enhance compliance, operational efficiency, data accuracy, and customer service.

Skills

MS Office Suite

Education

High School Diploma or GED

Bachelor's degree preferred

Tools

Veeva

Salesforce

Inventory management systems

Job description

At Wimmer Solutions, we believe care creates community. We work smart; we have built a reputation for results-oriented, innovative, business and technology solutions that help companies execute on their strategic initiatives. We have fun; we love our work. We are positive, kind, and hungry to learn. We give big; we aim to make a real impact on the causes that affect the communities we serve and build strong relationships with the dedicated volunteers and nonprofit organizations working to address them.

We are all about people and community. Since 2002, we have offered technology staffing and managed services for the greater Seattle area and throughout the United States. We focus on getting to know our clients and candidates to create lasting partnerships and ensure success.

Our client is looking for an Administrative Assistant who will serve as the primary operational contact for sample-related inquiries and manage the Sample Operations tickets to ensure timely resolution of requests. You will also support day‑to‑day administration of the pharmaceutical sample program, ensuring compliance with PDMA, FDA, state regulations, and internal Sampling SOPs.

Job Responsibilities

• Manage and support day‑to‑day pharmaceutical sample operations while ensuring compliance with PDMA, FDA, state regulations, SOPs, GDP, and SOX requirements.
• Oversee sample inventory accountability, including tracking, reconciliation, transfers, returns, and reporting.
• Serve as the primary contact for sample‑related inquiries and resolve operational issues through ticket management.
• Support sample fulfillment programs, hand‑carry samples, virtual inventory management, and medical meeting activities.
• Investigate and resolve sample inventory discrepancies in collaboration with field teams and third‑party vendors.
• Maintain audit‑ready documentation and support internal and external compliance audits.
• Partner with Compliance, Legal, Quality, Commercial, and Sales teams to identify and mitigate regulatory and operational risks.
• Develop and maintain SOPs, operational procedures, and training materials, including field sales onboarding and compliance training.
• Administer and support sample management systems such as Veeva, Salesforce, inventory management platforms, and HCP master data systems.
• Manage field sales user administration, including onboarding, territory alignments, role changes, and terminations.
• Coordinate customer and data maintenance activities and troubleshoot system and reporting issues.
• Utilize Excel, Power BI, and reporting tools to monitor KPIs, compliance metrics, and operational performance.
• Collaborate cross‑functionally with Sales, Marketing, Supply Chain, IT, Compliance, Legal, and external vendors to ensure efficient and compliant sample distribution.
• Drive process improvements to enhance compliance, operational efficiency, data accuracy, and customer service.

WHAT YOU BRING

• Proficient with MS Office, including, Word, Excel, PowerPoint, and Outlook
• Currently there is a minimum of 3 days in office (subject to change).
• High School Diploma or GED required; bachelor’s degree in Business, Supply Chain, Life Sciences, Healthcare Administration, or related field preferred.
• 3-5 years of experience supporting pharmaceutical sample operations, commercial operations, supply chain, compliance, or related functions with a bachelor’s degree; or 7-9 years of equivalent professional experience in lieu of a degree.
• Experience working within a highly regulated environment with preference of Pharmaceutical, biotechnology, healthcare, or life sciences industries.
• Working knowledge of PDMA requirements, pharmaceutical sample accountability practices, FDA regulations, and internal compliance controls preferred.

Must be able to work for a US based company without requiring visa sponsorship.

COMPENSATION AND BENEFITS

• Hourly range is $20/hr - $26/hr based on shift, experience and qualifications, as well as geographical market and business considerations.

Your well‑being is important to Wimmer Solutions. All regular, full‑time employees working a minimum of 30 hours per week are eligible to participate in the benefits plan. Outside of offering excellent medical, dental, and vision benefits, we also offer the following:

• Paid time off and holidays
• 401k & company match
• Flexible Health Care, Dependent Care, and Commuter Spending Accounts
• Employee Assistance Program
• Life & Accidental Death and Dismemberment Insurance
• Short and Long‑Term Disability
• Payroll advance program, Charitable donation match, Athletic event sponsorship
• Referral reward program, and more...

MORE ABOUT WIMMER SOLUTIONS

Wimmer Solutions is proud to be an equal‑opportunity employer. All applicants will be considered for employment regardless of race, color, religion or belief, age, gender identity, sexual orientation, national origin, parental status, veteran, or disability status. Wimmer Solutions is committed to achieving a diverse employee network through all aspects of the hiring process and we welcome all applicants.