Procurement Specialist

Alpha Softgels; New York, Northern (NY, KY); Hybrid; USD 28,000 - 33,000; Full time

Job summary

Alpha Softgels is seeking a Procurement Specialist in Ontario, CA, to manage sourcing of APIs, excipients, raw materials, and packaging for client manufacturing programs. You’ll balance cost with GMP compliance, supplier qualification, and campaign timelines, working across Quality, Manufacturing, and Project Management to secure materials on time.

The role requires a bachelor’s in a related field and 2–4 years in GMP-regulated purchasing or supply chain, with strong negotiation, ERP/MRP

Qualifications

• Bachelor’s degree in a related field.
• 2–4 years in purchasing, sourcing, or supply chain operations.
• Familiarity with cGMP and supplier qualification.
• Experience with ERP/MRP platforms and data analysis.

Responsibilities

• Sourcing & supplier qualification of APIs, excipients, and packaging.
• Contract and commercial negotiation of pricing, MOQs, and lead times.
• Support client programs with material cost inputs and schedules.
• Raise and manage purchase orders in ERP/MRP; track status and resolve discrepancies.
• Convert campaign demand into material requirements and manage stock levels.
• Ensure documentation (CoA/CoC/CoO) and regulatory compliance.
• Monitor supplier performance and mitigate supply risk.
• Support indirect and capital spend within facilities and services.

Skills

Negotiation

Excel

Cross-functional collaboration

Regulatory knowledge

Project coordination

ERP/MRP

TrackWise / eQMS familiarity

Education

Bachelor's degree in supply chain management, business administration, life sciences, engineering

Tools

Odoo

SAP

Oracle

QAD

Deltek

TrackWise

Veeva

Job description

Location: Ontario, California

Type: Regular Full-Time

Work Schedule: Monday-Friday, 8:30 AM - 5:30 PM (Overtime may be required)

Compensation: $20.00-24.00 per hour

Position Summary

The Procurement Specialist manages the sourcing and purchase of raw materials, consumables, components, and services that support client manufacturing programs. The role sits at the intersection of Supply Chain, Quality, Manufacturing, and Project Management, securing materials at competitive cost while meeting GMP requirements, client specifications, and campaign schedules. Purchasing decisions in this environment are made against approved supplier lists and registered material grades, so the role balances commercial value against compliance and continuity of supply.

Key Responsibilities

• Sourcing & Supplier Qualification: Identify and evaluate suppliers of APIs, excipients, raw materials, single-use assemblies, filters, resins, media and buffers, primary and secondary packaging components, and lab consumables. Partner with Quality to move new vendors through supplier qualification and onto the approved vendor list.
• Contract & Commercial Negotiation: Negotiate pricing, MOQs, lead times, safety stock and consignment arrangements, and multi-year supply agreements. Coordinate with Quality on the accompanying Quality Agreements and with Legal on supply terms.
• Client Program Support: Source materials against client-specified grades, suppliers, and DMF references. Support tech transfer and new program launches by securing materials to campaign timelines, and provide material cost inputs for quotes, COGS models, and change orders.
• Purchasing Execution: Raise and manage purchase orders in the ERP/MRP system, track order status against the campaign schedule, expedite where needed, and resolve receipt, invoice, and three-way match discrepancies with AP and the warehouse.
• Materials Planning: Convert campaign demand and master production schedules into material requirements. Manage reorder points, safety stock, and long-lead items, with attention to retest and expiry dating so material is not consumed or discarded outside its usable window.
• Documentation & Compliance: Ensure incoming materials arrive with the required documentation (CoA, CoC, CoO, TSE/BSE and regulatory statements) and that specifications match the approved item master. Support change control, deviations, and CAPA where supply issues have a quality or regulatory impact, and assist during client and regulatory audits.
• Supply Risk Management: Monitor supplier performance (on-time delivery, quality events, responsiveness), maintain risk assessments for single- and sole-source materials, and drive second-source qualification and mitigation plans where allocation, discontinuation, or geopolitical exposure threaten client programs.
• Indirect & Capital Spend: Support facility, engineering, and MRO purchasing, including equipment, spare parts, calibration, and contracted services.

Qualifications and Skills

• Education: Bachelor's degree in supply chain management, business administration, life sciences, engineering, or a related field.
• Experience: 2-4 years in purchasing, sourcing, or supply chain operations, preferably within a GMP-regulated Nutraceutical, biotech, or CDMO environment. Exposure to a project- or campaign-based manufacturing model is an advantage.
• Regulatory Knowledge: Working familiarity with cGMP (21 CFR 210/211, ICH Q7, EudraLex Volume 4), supplier qualification, change control, and compendial standards (USP/EP/JP).
• Systems: Proficiency in ERP/MRP platforms (Odoo, SAP, Oracle, QAD, Deltek, or similar) and strong Excel/data analysis skills. Experience with an eQMS (TrackWise, Veeva, MasterControl) is a plus.
• Soft Skills: Strong negotiation and written/verbal communication, comfort working cross-functionally with Quality, MSAT, Manufacturing, and Project Management, and sound judgment under schedule pressure.
• Certifications: CPSM, CSCP, or CPIM desirable.
• Job Category: Administration
  Job Type: Full Time
  Job Location: Ontario California