Administrative Sample Coordinator

IFF Inc.; South Brunswick (NJ); On-site; USD 45,000 - 64,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401k

Vacation

Holidays

16 weeks paid parental leave

Annual bonus

Job summary

IFF Inc. is seeking an Administrative Sample Coordinator to manage external sample workflows within the analytical laboratory at the South Brunswick, NJ site.

This full-time, on-site role supports QC operations and coordinates with internal teams to ensure timely submission, prioritization, and distribution of samples. You will oversee sample logistics, generate reports, and monitor turnaround times, while maintaining accurate documentation and compliance with GMP and data integrity standards.

Qualifications

• 2+ years in a QC or laboratory environment managing sample workflows.
• Advanced proficiency in Excel; strong MS Office suite skills.
• Experience with LIMS, SAP (ERP), or similar sample-tracking systems.
• Knowledge of GMP, data integrity, and audit readiness.

Responsibilities

• Coordinate external testing samples and manage submission forms and portals.
• Review external lab reports and flag out-of-spec results to stakeholders.
• Manage NPI sample workflow; retrieve retents and coordinate testing.
• Coordinate QC alternate vendor sample workflows and track status.
• Generate workflow, end-date, and status reports.
• Prioritize and distribute samples to appropriate lab groups.
• Monitor sample status and testing turnaround times.
• Maintain sample records and documentation per procedures.

Skills

Organizational skills

Time management

Communication skills

Team collaboration

Education

Associate's or Bachelor's degree in science/related field

Tools

Microsoft Excel

Microsoft Teams

Outlook

PowerPoint

LIMS

SAP ERP

Job description

Job Summary

Are you ready for your next step in your career? IFF is a global leader in flavors, fragrances, food ingredients and health & biosciences. We deliver sustainable innovations that elevate everyday products. As an Administrative Sample Coordinator you will be responsible for coordinating and managing external sample workflows within the analytical laboratory, ensuring timely sample submission, prioritization, tracking, and distribution. This position is located in South Brunswick, NJ - USA and is fully onsite day shift. The Administrative Sample Coordinator is a non-technical contributor within the Quality Control Analytical Laboratory supporting the South Brunswick Operations flavor manufacturing site in the Taste business unit. This role is responsible for coordinating, tracking, and managing sample workflows associated with external testing within the analytical laboratory, ensuring timely sample submission, prioritization and distribution. If you are interested in administrative activities inside our lab, this is for you! In addition to managing daily sample workflows, this position plays a key role in coordinating sample priorities, tracking laboratory turnaround times, monitoring workflow status, and supporting laboratory documentation and reporting activities. The role requires excellent organizational skills, strong attention to detail, and the ability to effectively manage multiple priorities while collaborating with QC, Production, Creative, and other internal teams to ensure samples are processed efficiently and testing commitments are met.

Where You’ll Make a Difference

• Supports Quality Analysts by managing sample logistics, generating reports, and coordinating communication among internal stakeholders to improve laboratory efficiency and streamline testing operations.
• Coordinate external testing samples by submitting sample submission forms and managing external LIMS and sample portals.
• Review external laboratory reports for completeness and communicate out-of-specification or atypical results to appropriate stakeholders.
• Manage new product introduction (NPI) sample workflow by retrieving sample retains and coordinating samples for testing.
• Coordinate QC alternate vendor (IQR) sample workflows, including receipt, documentation, distribution, and status tracking of samples.
• Generate workflow, end-date, and status reports.
• Prioritize and distribute samples to appropriate laboratory groups.
• Monitor sample status and testing turnaround times.
• Maintain sample records and supporting documentation in accordance with company procedures and data integrity requirements.
• Coordinate with stakeholders regarding sample submissions and status inquiries.
• Customer Service, and other cross-functional teams.

What Makes You the Right Fit

• Associate's degree, bachelor's degree, or equivalent experience in a scientific, quality, or business‑related field preferred.
• 2+ years of experience in a QC or laboratory environment managing sample workflows.
• Advanced proficiency in Microsoft Excel, including reporting, data analysis, and spreadsheet management, with strong working knowledge of Microsoft Teams, Outlook, and PowerPoint.
• Excellent organizational and time-management skills.
• Excellent English language communication skills, both written and verbal.
• Ability to work independently while also contributing effectively within a team.

How Would You Stand Out?

• Experience with LIMS, SAP (ERP), or other sample tracking and laboratory management systems.
• Familiarity with GMP requirements, documentation practices, data integrity principles, and audit readiness.
• Demonstrated ability to manage multiple priorities and coordinate competing deadlines in a fast‑paced environment.
• Strong organizational and problem‑solving skills with a focus on process efficiency and continuous improvement.
• Experience generating and maintaining laboratory reports, metrics, and performance dashboards.
• Ability to effectively communicate and collaborate with QC, Production, Creative, Customer Service, and other cross‑functional teams.

Why Choose Us?

• Training opportunities
• Learning and development programs from day one
• medical
• dental
• vision
• 401k
• vacation
• holidays
• 16 weeks paid parental leave (maternity and paternity)
• an annual bonus plan

Salary Ranges

44,996.00-64,280.00USD

We value the diverse mosaic of the ethnicity, national origin, race, age, sex, or veteran status. We strive for an inclusive workplace that allows each of our colleagues to bring their authentic self to work regardless of their religion, gender identity & expression, sexual orientation, or disability.

Visit IFF.com/careers/workplace-diversity-and-inclusion to learn more

At IFF, we make joy through science, creativity and heart. As the global leader in flavors, fragrances, food ingredients, health and biosciences, we deliver groundbreaking, sustainable innovations that elevate everyday products – advancing wellness, delighting the senses and enhancing the human experience. We value an inclusive, creative workplace where all individuals can thrive and do their best work.

We consider all qualified candidates equally and based on merit, without regard to religion, ethnicity, national origin, race, age, veteran status, gender identity or expression, sexual orientation or disability.