Sample Management Associate

Abzena; Bristol Township (Bucks County); On-site; USD 52,000 - 76,000; Full time

Job summary

Abzena is seeking a QC Sample Management Specialist to coordinate end-to-end receipt, custody, storage, and disposition of GMP and non-GMP samples across analytical testing, stability programs, manufacturing, and external testing labs.

You will maintain traceability, ensure data integrity, and support deviation investigations while coordinating daily priorities with QC, Stability, Manufacturing, QA, and external partners to protect turnaround times.

Qualifications

• Must follow SOPs and maintain contemporaneous documentation.
• Familiar with chain of custody, sample IDs, inventory reconciliation.
• Proficient in Microsoft Excel, Outlook; able to learn LIMS/ERP/electronic QMS.

Responsibilities

• Receive manufacturing, release, stability, in-process, and reference samples; verify information and documentation.
• Log and track custody changes, location, status, and final disposition.
• Maintain end-to-end traceability, sample segregation, and data integrity.
• Coordinate sample setdowns, labeling, staging, storage, and distribution to QC or stability groups.
• Maintain inventories of samples, references, critical reagents, and controlled materials.
• Monitor storage capacities and respond to temperature excursions or equipment issues.
• Coordinate shipments to contract labs, international shipments as needed, and document records.
• Support GMP compliance, deviations, investigations, and continuous improvement in sample handling.

Skills

Attention to detail

Communication

Time management

Excel/Outlook proficiency

Education

High school diploma or equivalent

Associate degree in a related discipline

Bachelor’s degree in a relevant field

Tools

LIMS

ERP systems

Electronic tracking systems

Job description

With extensive experience in developing biologics and bioconjugates, we offer a seamless service delivered by fully integrated teams, from early discovery to commercial manufacturing.

Forward-thinking and committed, we find the best solution and use the right technologies to design, develop and manufacture your products to ensure we get vital medicines to patients quickly and safely.

We are dedicated to quality excellence. We are driven to get better treatments to market, efficiently and responsibly by reducing timelines and delivering the highest quality products and services.

We are Abzena. More than a CDMO, we are a responsible and dedicated partner that takes care of your products from concept to patient.

The QC Sample Management Specialist coordinates the end-to-end movement, traceability, storage, and disposition of GMP and non-GMP laboratory samples supporting analytical testing, stability programs, manufacturing, and outsourced testing. This role serves as a critical operational interface among QC, Manufacturing, Stability, Supply Chain, Quality Assurance, and external testing laboratories. The specialist ensures samples are accurately received, logged, staged, transferred, shipped, reconciled, and maintained under appropriate conditions while protecting chain of custody, data integrity, and testing timelines.

Responsibilities

Sample Receipt, Registration & Chain of Custody

• Receive incoming manufacturing, release, stability, in-process, raw material, reference, and externally supplied samples as applicable; verify material information, quantities, labeling, packaging condition, and complete required documentation.
• Document sample receipt, transfers, custody handoffs, locations, status changes, and final disposition in logs, or tracking systems; investigate and ?> discrepancies promptly.
• Maintain end-to-end traceability and sample segregation to prevent mix-ups, unauthorized access, loss, or inappropriate use.

Sample Setdowns, Distribution & Inventory

• Coordinate product sample setdowns, including receipt from Manufacturing, reconciliation against sampling plans, labeling, staging, controlled storage, and timely distribution to assigned QC or stability testing groups.
• Maintain accurate inventories of product samples, retains, reference materials, critical reagents, and other controlled laboratory materials, including quantities, locations, expiration/retest dates, and storage requirements.
• Support sample pulls, stability timepoint staging, sample reconciliation, reserve/retain management, approved returns, and documented disposition or destruction.
• Monitor refrigerator, freezer, and ambient storage capacity; review alarm records as assigned and promptly escalates temperature excursions or equipment issues.

Outsourced Testing & Shipping Logistics

• Coordinate sample submissions to approved contract testing laboratories, including sample selection, reconciliation, required submission forms, testing instructions, and supporting documentation.
• Prepare and track domestic and, when applicable, international shipments using qualified packaging and temperature controls; coordinate with approved shipping personnel for dry ice, biological, hazardous, or other regulated shipments.
• Confirm shipment dispatch, delivery, receipt acknowledgment, and sample condition; follow up on delays, missing shipments, discrepancies, and return shipments.
• Maintain accurate shipment records, courier tracking, chain-of-custody evidence, and external laboratory correspondence.

GMP Compliance & Operational Support

• Perform all activities according to approved SOPs, cGMP principles, good documentation practices, data integrity requirements, and site EHS standards.
• Support deviation investigations, temperature excursion assessments, corrective actions, audits, and continuous improvement related to sample handling and traceability.
• Coordinate daily priorities with QC, Stability, Manufacturing, QA, and external partners to protect testing turnaround times and scheduled stability pulls.
• Maintain orderly sample storage and work areas; monitor supplies, shipping materials, labels, and inventory consumables.
• Identify process bottlenecks and help establish standardized workflows, tracking tools, and sample management metrics.

Qualifications

• High school diploma or equivalent with 2+ years of relevant pharmaceutical, biotechnology, GMP laboratory, sample logistics, or regulated inventory experience; OR associate degree in a relevant discipline with 1+ year of related experience; OR relevant bachelor’s degree with demonstrated laboratory/sample logistics exposure.
• Ability to accurately follow SOPs, maintain contemporaneous documentation, and manage multiple time sensitive sample requests.
• Familiarity with chain of custody, sample identification, inventory reconciliation, controlled storage, and shipping documentation.
• Comfort using Microsoft Excel, Outlook, and electronic tracking systems; ability to learn LIMS, ERP, or electronic quality systems.
• Strong organization, attention to detail, communication, and willingness to escalate quality or integrity concerns.

Preferred Qualifications

• 2–4 years of direct QC sample management experience in a GMP biopharmaceutical, CDMO, or regulated testing laboratory.
• Experience coordinating stability samples, product setdowns, contract laboratory submissions, and cold-chain shipments.
• Working knowledge of LIMS, GMP documentation, deviation workflows, and temperature-controlled inventory systems.
• Training or qualification in dangerous goods or dry ice shipping, where relevant to assigned duties.

Abzena is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, and training.