Onsite Coordinator I, Inventory & Material Mgmt

vwr; Santa Clara (CA); On-site; USD 33,000 - 40,000; Full time

Benefits offered by this job

Medical, dental, vision

Paid time off

401(k)

Tuition assistance

Stock purchase plan

Wellness programs

Commuter benefits

Insurance

Job summary

Avantor's Santa Clara site seeks an experienced Inventory Specialist to manage stock accuracy, cycle counting, and material handling in a regulated lab environment. You will lead variance investigations and work closely with Lab and Production Services to ensure uninterrupted operations.

You will use ERP/inventory systems, barcode scanning, and Excel to reconcile data, track lots, and coordinate with suppliers and auditors, while maintaining GMP/GLP compliance and safety standards at all times.

Qualifications

• High School Diploma or GED required.
• 3+ years in inventory management or related roles in a lab, pharma, biotech or regulated environment.
• Experience with barcode scanning and warehouse management systems.
• Proficient in Excel (pivot tables, VLOOKUP) and Outlook.
• Understanding of FIFO, FEFO, lot tracking and expiration management.
• Familiarity with cycle counting and root cause analysis.

Responsibilities

• Inventory control and variance investigation across stockrooms.
• Reconcile system records with physical stock and resolve differences.
• Prepare variance reports with root cause analysis and corrective actions.
• Support internal and customer-led inventory audits.
• Receive, inspect and process shipments including hazardous materials.
• Ensure GMP/GLP compliance in material handling and storage.

Skills

Microsoft Teams

Inventory management software

Barcode scanning

Warehouse management systems

Handheld data collection devices

Excel (pivot tables, VLOOKUP)

Outlook

FIFO/FEFO, lot tracking

Cycle counting & variance analysis

Education

High School Diploma or GED

Tools

Microsoft Teams

Microsoft Excel

Outlook

Job description

The Opportunity:

I n this role, you will report to the site services supervisor and will work closely with the Avantor's Lab and Production Services professionals to serve our customers by performing customized, mission-based lab work and research protocols that help return time back to science.

Hourly Rate: $24 - $29

Shift: Monday - Friday, 7 am - 3:30 pm

Location: Santa Clara, CA

Benefits:

• Health and Wellness: Medical, Dental, Vision, and Wellness programs (eligible for medical coverage on day 1)
• Time Off: Paid Time Off (PTO), Company-paid holidays, Choice holidays, etc.
• Financial Well Being: Spending Accounts: Flexible Spending Account (FSA), Health Savings Accounts (HSA), commuter benefits, 401(k), tuition assistance, employee stock purchase plan discount
• Added Protection Coverage: To include critical illness, hospital indemnity, accident, legal, identity theft protection, pet, auto, and home insurance.
• Recognition: Celebrate your peers and earn points to redeem on gifts and products

What we're looking for

Education: High School Diploma or GED required

Experience : 3+ years of experience in inventory management, material handling, warehouse operations, or supply chain in a laboratory, pharmaceutical, biotech, or regulated environment

Collaboration Tool: Microsoft Teams experience

Proficient use of inventory management technology/software

Experience with barcode scanning, warehouse management systems and handheld data collection devices

Intermediate proficiency in Microsoft Excel (pivot tables, VLOOKUP, data filtering) and Outlook

Understanding of FIFO, FEFO, lot tracking and expiration management principles

Familiarity with cycle counting methodologies, variance investigation and root cause analysis

Preferred

• Project management or leadership experience preferred
• Experience with Lean Six Sigma tools (5S, value stream mapping, root cause analysis)
• Familiarity with CAPA processes and quality management system requirements

How you will thrive and create an impact

Avantor's Lab and Production Services team is a crucial part of the Avantor Services group serving over 500 customers in biopharma, pharmaceutical, educational, industrial, and high-tech industries with customizable, flexible solutions and end-to-end laboratory operations support.

In this role you will:

• Inventory Control and Variance Investigation
  • Conduct and lead cycle counting activities across assigned stockrooms and storage areas
  • Investigate inventory discrepancies by tracing transactions, verifying physical locations and identifying root causes
  • Analyze patterns in variances to determine whether issues stem from miscounts, misplaced items, data entry errors, or process gaps
  • Recommend and implement corrective actions for recurring variance issues, including process adjustments and retraining
  • Reconcile system records with physical stock and resolve differences within established timelines
  • Prepare variance reports with root cause analysis and corrective action summaries for supervisors and customers
  • Support internal and customer-led inventory audits by preparing documentation and escorting auditors
• Critical Material Management
  • Manage the storage, handling, inventory control and distribution of consumables, chemicals, solvents and reagents
• Receiving, Processing and Distribution
  • Receive, inspect and process complex or high-value shipments including hazardous materials and controlled items
  • Verify received goods against purchase orders, packing lists and quality specifications
  • Manage receipt of temperature-sensitive shipments including cold chain validation and documentation
  • Prioritize distribution of critical materials to ensure laboratory and production operations are not interrupted
  • Process urgent and ad hoc material requests, applying judgment to balance competing priorities
  • Oversee outbound shipments of hazardous materials ensuring government and carrier compliance
• Safety, Compliance and Quality
  • Enforce chemical storage, handling and labelling compliance per government and site-specific regulations
  • Conduct periodic safety inspections of stockrooms, storage areas and material handling equipment
  • Lead or support investigation of safety incidents, near-misses and spills related to inventory operations
  • Ensure GMP and GLP compliance in material handling, documentation and storage activities where applicable
  • Participate in CAPA (Corrective and Preventive Action) activities related to inventory or material management findings
  • Maintain training records and verify that all team members have current required certifications
  • Serve as a safety resource for across bands Associates, reinforcing proper PPE use and hazard awareness
• System Management and Data Integrity
  • Execute complex inventory transactions including transfers, adjustments, reclassifications and write-offs in the ERP system
  • Generate and analyze inventory reports including aging, slow-moving stock, expiration and usage trend analyses
  • Troubleshoot intermediate system issues and coordinate