Administrative Sample Coordinator

International Flavors and Fragrances; South Brunswick (NJ); On-site; USD 45,000 - 64,000; Full time

Benefits offered by this job

Medical, dental, vision

401k

Vacation & holidays

Parental leave

Annual bonus plan

Job summary

International Flavors and Fragrances seeks an Administrative Sample Coordinator in South Brunswick, NJ. The role focuses on coordinating external sample workflows within the analytical lab, ensuring timely submission, prioritization, and distribution of samples onsite.

You will support QC and Production by tracking turnaround times, maintaining records, and generating reports. Strong Excel skills and experience with LIMS/SAP are highly valued for efficient operations.

Qualifications

• Associate's or Bachelor's degree in a scientific, quality, or business-related field.
• 2+ years in QC or lab environment managing sample workflows.
• Advanced Excel; strong Teams/Outlook/PowerPoint skills.
• Excellent organizational and verbal/written communication skills.
• Ability to manage multiple priorities and collaborate cross-functionally.

Responsibilities

• Coordinate and manage external sample workflows in the analytical lab.
• Prioritize samples and track turnaround times.
• Generate reports and maintain lab documentation.
• Communicate sample status to stakeholders across teams.
• Support NPI and vendor sample workflows and testing coordination.

Skills

Excel proficiency

English communication

Lab workflow experience

SAP ERP

LIMS familiarity

Education

Associate's degree

Bachelor's degree

Tools

LIMS system

SAP ERP

Excel (advanced)

PowerPoint

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
• Our benefit package includes medical, dental, vision, 401k, vacation, holidays, 16 weeks paid parental leave (maternity and paternity) and an annual bonus plan.

We are a global leader in taste, scent, and nutrition, offering our customers a broader range of natural solutions and accelerating our growth strategy. At IFF, we believe that your uniqueness unleashes our potential. 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

Salary Ranges: 44,996.00-64,280.00USD