Sample Management Specialist

R&D Partners; San Carlos (CA); On-site; USD 102,000 - 112,000; Full time

Benefits offered by this job

Medical insurance – PPO, HMO & HSA

401k plan

Employee Assistance Program

Long-term disability

Weekly payroll

Online timecard approval

Job summary

R&D Partners in San Carlos, CA is seeking a Sample Management Specialist to oversee end-to-end handling of biological samples—from receipt to storage and distribution. The role collaborates with Analytical, Process Development, Materials Management, QA, and Operations to ensure samples are tracked, maintained, and compliant with GDP, GMP/GLP, and SOPs.

Requirements include a life sciences bachelor’s degree and 1–3 years in biotech or clinical labs; Benchling or LIMS experience is preferred.

Qualifications

• Bachelor's degree in a life sciences discipline or equivalent.
• 1–3 years in biotech, pharmaceutical, or clinical labs.
• GMP/GLP basics and GDP data integrity awareness.
• Experience with temperature-controlled storage is a plus.
• Experience with Benchling, LIMS or similar systems is preferred.

Responsibilities

• Receive sample shipments and transfer custody per procedures.
• Perform intake: verify packing lists, IDs, and integrity.
• Coordinate temperature monitoring documentation and records.
• Register and maintain sample records in Benchling or LIMS.
• Apply and maintain sample labels and tracking docs.
• Manage storage locations across multiple temperatures.
• Store/retrieve samples in -80°C, -20°C, and 2–8°C as required.
• Distribute samples per plans with clear chain-of-custody.
• Maintain movement logs and chain-of-custody from receipt to disposition.
• Support deviations, temperature excursions, and CAPA with QA.
• Assist audits and inspections; ensure GDP/SOP compliance.

Skills

Attention to detail

Cross-functional collaboration

Documentation and data integrity

Education

Bachelor's degree in life sciences

Tools

Benchling

LIMS

Job description

We are hiring a Sample Management Specialist to join our biotechnology client's team. This entry- to mid-level role is responsible for overseeing and executing all aspects of the sample management process — from receipt at the warehouse through storage, distribution, and inventory management. The successful candidate will work cross-functionally with Analytical and Process Development, Materials Management, Quality Assurance, and Operations teams to ensure samples are handled, tracked, and maintained in full compliance with applicable SOPs, Good Documentation Practices, and GMP/GLP regulatory expectations.

This is a 12-month contract position based in San Carlos, cA

Responsibilities

• Receive sample shipments from Shipping & Receiving following formal handoff procedures, ensuring accurate and timely transfer of custody.
• Perform comprehensive sample intake activities including packing list verification, sample identification checks, sample integrity inspection, and documentation of any discrepancies or issues.
• Coordinate temperature monitoring documentation and all associated shipment records to support data integrity and regulatory compliance.
• Register and maintain sample records within Benchling or other approved sample tracking systems, ensuring entries are accurate, complete, and current.
• Apply and maintain sample labels and associated tracking documentation throughout the sample lifecycle.
• Assign and maintain controlled sample storage locations across multiple temperature conditions to ensure proper organization and accessibility.
• Store and retrieve samples from controlled storage units spanning 2–8°C, -20°C, and -80°C environments in accordance with approved procedures.
• Coordinate the distribution of samples to laboratory groups according to approved sampling plans and requests, maintaining clear chain-of-custody at all times.
• Maintain sample movement logs and chain-of-custody documentation from receipt through final disposition.
• Manage retained sample inventory including long-term storage tracking and coordination of controlled disposal activities.
• Support deviation investigations, temperature excursion events, and sample discrepancy resolution in close collaboration with QA and laboratory teams.
• Perform periodic inventory reconciliation and support sample traceability checks to ensure records remain accurate and audit-ready.
• Support internal audits, inspections, and QA oversight activities related to sample management operations.
• Ensure all sample handling activities are performed in accordance with approved SOPs, Good Documentation Practices (GDP), and applicable regulatory expectations.
• Maintain safe working practices at all times when handling temperature-controlled and potentially biohazardous materials.

Qualifications

• Bachelor's degree in a life sciences discipline (Biology, Biochemistry, Chemistry, or related field), or equivalent combination of education and relevant work experience.
• 1–3 years of experience in a biotech, pharmaceutical, or clinical laboratory setting.
• Foundational knowledge of GMP and/or GLP principles, including experience reading, following, and contributing to standard operating procedures.
• Familiarity with Good Documentation Practices (GDP) and the importance of data integrity in a regulated environment.
• Experience working in or with temperature-controlled storage environments (refrigerated, frozen, and/or ultra-low temperature conditions).
• Strong attention to detail and organizational skills with the ability to manage multiple samples and priorities simultaneously.
• Effective written and verbal communication skills for cross-functional collaboration with QA, laboratory, and operations teams.
• Preferred:
• Experience with electronic sample or laboratory tracking systems such as Benchling, LIMS, or comparable platforms.
• Exposure to deviation or CAPA processes and supporting documentation.
• Experience following SOPs and making process suggestions/improvements, where appropriate.
• Familiarity with biohazardous material handling protocols and associated safety requirements.
• $101,920-$112,320

Why Choose R&D Partners?

As an employee, you have access to a comprehensive benefits package including:

• Medical insurance – PPO, HMO & HSA
• 401k plan
• Employee Assistance Program
• Long-term disability
• Weekly payroll
• Online timecard approval

R&D Partners is a global functional service provider and strategic staffing resource specializing in scientific, clinical research & engineering. We provide job opportunities within major pharmaceutical, biopharmaceutical, biotechnology, and medical device companies.

R&D Partners is an equal-opportunity employer.