Sample Management Specialist (Contract)

Vaxcyte; San Carlos (CA); On-site; USD 68,000 - 74,000; Full time

Job summary

Vaxcyte is seeking a detail-oriented Sample Management Specialist to oversee the end-to-end sample lifecycle from receipt to disposal. The role collaborates with QA, Operations, and Analytical teams to ensure GDP-compliant documentation and strict data integrity in a regulated environment.

This entry- to mid-level position requires a life sciences background, 3+ years in biotech/pharma, and experience with temperature-controlled storage and sample tracking systems.

Qualifications

• Bachelor's degree in a life sciences discipline or equivalent.
• Minimum 3 years of biotech/pharma lab experience.
• Familiarity with GMP/GLP principles and GDP data integrity.

Responsibilities

• Receive and custody transfer of samples with proper documentation.
• Maintain and track sample records in approved systems.
• Manage temperature-controlled storage and access to samples.
• Support deviations, CAPA, and QA investigations as needed.
• Assist with audits and inspections related to sample management.

Skills

Detail orientation

Organizational skills

Written and verbal communication

Cross-functional collaboration

Education

Bachelor's degree in life sciences

Tools

Benchling

LIMS

Job description

Join our Mission to Protect Humankind!

Vaxcyte is a clinical-stage vaccine innovation company engineering high-fidelity vaccines to protect humankind from the consequences of bacterial diseases, which have serious and costly health consequences when left unchecked. Working to eradicate or treat bacterial infections such as invasive pneumococcal disease, Group A Strep, and Shigella is just the beginning. Our path to success is clear and well-defined, and Vaxcyte is set up to go the distance.

WHAT we do is every bit as important asHOW we do it! Our work together is guided by four enduring core values:

• *RETHINK CONVENTION: We bring creative and intellectual diversity to every facet of the work we do in order to innovate and re-innovate the way vaccines are delivered.
• *AIM HIGH: We embody our collectively audacious goal to courageously make the most complex biologics ever attempted to protect humankind.
• *LEAD WITH HEART: Everyone leads at Vaxcyte with a kindness-first, inclusive approach to collaboration and vigorous debate that advances our business objectives.
• *MODEL EXCELLENCE: The magnitude of our challenge requires our shared commitment to demonstrating integrity, accountability, equality and clarity across communications and decision making.

Summary:

Vaxcyte is seeking a detail-oriented and motivated Sample Management Specialist to join our 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.

Essential Functions:

• 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.

Requirements:

• Bachelor's degree in a life sciences discipline (Biology, Biochemistry, Chemistry, or related field), or equivalent combination of education and relevant work experience.
• Minimum of 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.

Reports to: Director, Infrastructure & Capabilities

Location:San Carlos, CA

Work Arrangement (may be adjusted based on business needs, job responsibilities, or changes to company policy):

Onsite (minimum of 4-5 days per week onsite)

Expected Contract Length:12 Months

Hourly Range:$49 - $54

Equal Opportunity

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

Recruitment Fraud Notice

Please be aware of fraud or scams from individuals, organizations and/or internet sites claiming to represent Vaxcyte in recruitment activities. Vaxcyte has an established recruitment process for all positions prior to issuing an offer for employment and we will never extend unsolicited employment offers or ask candidates to provide financial or sensitive personal information as part of the application process. All legitimate communication from Vaxcyte will come from an official @vaxcyte.com email address. Qualified and interested candidates should apply to current openings at vaxcyte.com/careers.