Sample Specialist

At Adalvo, we're not just a company - we're a team of passionate people driven by our mission to consistently deliver high-quality products and services to our partners. We are positive, we are fast, we are always on target, we are Adalvo! 🎯 🚀We are looking for an enthusiastic Samples Specialist to join our dynamic Adalvo team. This position offers an opportunity to well-suited candidates to join a growing, fast paced energetic environment and culture.SUMMARY OF POSITIONThe Sample Specialist is responsible for managing the end-to-end process of sample requests—from receiving and verifying the Sample Request Form (SRF) to coordinating with CMOs, logistics, procurement, and internal stakeholders—ensuring timely availability, documentation, and delivery of product samples to partners.RESPONSIBILITIESReceive the Sample Request Form (SRF) and Statement of purpose from the requestor (RA or SDM).Verify the completeness of the SRF (client information) and ensure the request is logged in the RA Samples Tracker. If not, notify the requestor to update it accordingly.Initiate communication with the CMO by sharing the SRF and requesting the availability of the samples, quotation and the samples documentation.Inform the partner about the availability of the samples, prepare and send the quotation for approval.If not in direct contact with the partner (e.g., MENA & LATAM regions), inform the responsible SDM about sample availability and share the CMO quotation.Once the quotation is approved and samples are available, confirm with the partner whether Adalvo should arrange transportation. If so, request the partner’s shipping requirements.Coordinate with the logistics team by providing shipment details and the packing list to explore available transport options.Share the transport quotation with the partner or SDM (for MENA & LATAM), and upon approval, proceed with shipment arrangements.Provide the customer with all necessary documentation for the samples and shipment, including COAs, packing list, proforma invoice (from CMO or Samples team), AWB etc.Request the invoice from the Finance team handling service POs, based on the approved quotation.Collaborate with the Procurement team to source samples not available from the CMO or not meeting the partner’s specifications (WS, RS, columns) and arrange shipment.Complete the PR form and create PO in Salesforce for samples supplied by external CMOs via Procurement team.Follow up on the delivery of the samples arranged by Procurement team, to ensure a timely delivery.Address and resolve any issues that arise during the process, ensuring effective coordination with all involved stakeholders.Weekly follow up for new request added in the RA samples tracker.Provide updates in weekly meetings and via emails to all the stakeholders involved in the process (partner, SDM, RA, QA etc).QUALIFICATIONS & REQUIREMENTSBachelor’s degree in Life Sciences, Business Administration, Supply Chain Management, or a related field.Minimum 2–3 years of experience in supply chain coordination, logistics, or pharmaceutical operations.Strong attention to detail and organizational skills to manage multiple requests simultaneously.Excellent communication and stakeholder management skills across cross-functional teams (RA, SDM, QA, Finance, Procurement, and Logistics).Proficiency in MS Office Suite (Excel, Outlook, Word) and experience with Salesforce or similar tracking systems.Ability to work independently, prioritize tasks, and proactively resolve issues.Knowledge of pharmaceutical documentation (COA, proforma invoice, AWB, packing list) is an advantage.Why join us?🎯 Exciting Challenges: Every day brings new opportunities to learn and grow.🎯 Supportive Environment: We foster a culture of collaboration, where your ideas are valued, and your voice is heard.🎯Career Development: We're committed to helping you reach your full potential through ongoing training and development opportunities.🎯Recognizing Excellence: We recognize and appreciate hard work and dedication by offering competitive compensation packages and employee rewards programs that acknowledge contributions and achievements.🎯Fun and Inclusive Culture: We believe in celebrating our successes and building strong connections within our team.Ready to Ignite Your Passion?If you're ready to take the next step in your career and join a business committed to consistently deliver high-quality products and services, then we want to hear from you! Send us your resume today!Please be informed that only selected candidates will be contacted.