Sample Management Coordinator – Eurofins BioPharma Product Testing Toronto, inc.

Job Description

Reporting directly to the Quality Assurance Director, the Sample Management Coordinator is responsible for managing and coordinating both stability and non-stability samples received at Eurofins BioPharma Product Testing (EBPT) Toronto. The incumbent will support and participate in the sample entry process, along with the Sample Management team, to ensure client samples are received, logged, stored, and distributed in a timely and compliant manner.

This role operates in a deadline-driven, fast-paced environment supporting ongoing projects for a diverse client base. The Sample Management Coordinator will work independently with minimal supervision while maintaining a high level of accuracy, organization, and attention to detail.

The incumbent will coordinate closely with Quality Assurance, Project Management, Laboratory Operations, and Client Services to ensure seamless sample handling and compliance with GMP and data integrity requirements. The role includes identifying and escalating compliance risks, supporting audits and inspections, and contributing to continuous process improvements.

The Sample Management Coordinator must be highly organized, flexible, and able to interact effectively with customers and staff in a fast-paced environment while remaining proactive, resourceful, and efficient. A high level of professionalism, confidentiality, and customer service orientation is essential.

Performance in this role will be measured through sample turnaround times, logging accuracy, stability program compliance, and client satisfaction.

Key Responsibilities and Duties

Sample Management

• Coordinate with clients to ensure proper documentation accompanies incoming samples
• Assist with logging all incoming samples in accordance with SOPs
•  Liaise with customers and internal laboratory staff to ensure sample logging information is accurate
• Review client-provided specifications and tests associated with incoming samples
• Request Sample Submission Forms (SSF) and/or Purchase Orders (POs) when required
• Verify that incoming samples comply with internal procedures and methodologies
• Deliver logged samples to appropriate departments in a timely manner
• Audit booked samples in LIMS against SSF, sample labels, and current SOPs
• Correct templates or inform appropriate personnel of required corrections
• Coordinate sample release to laboratory departments before shift end
• Communicate in a timely manner with the Regulatory/Consulting department regarding samples received for their clients Segregate Consulting/Regulatory department samples designated for retention purposes
• Label retention samples in accordance with Consulting/Regulatory client SOPs and store in designated retention areas
• Maintain organization and traceability of retained samples within the retain room
• Assist with destruction of retention and excess samples in accordance with approved procedures and applicable SOPs

Stability Program Responsibilities

• Receive stability samples and log sample information accurately into the stability database
• Ensure samples are stored under appropriate stability conditions
• Maintain stability chambers in a clean and organized condition
• Maintain stability database including inventory, schedule changes, and comments
• Remove tested products from the stability database on a weekly basis
• Prepare stability protocols based on client requirements
• Generate and review weekly stability reports
• Pull certificates of analysis and complete required documentation
• Conduct packaging assessments where required
• Remove stability samples according to schedule and submit to laboratory
• Maintain stability program documentation and records

eLIMS and Documentation

• Assist with creation of product templates and stability study templates in eLIMS
• Use eLIMS to manage trend reports and queries
• Maintain accurate documentation and records
• File, scan, and maintain records related to sample management and stability programs

Quality and Compliance Responsibilities

• Ensure compliance with GMP, GLP, and data integrity requirements
• Follow applicable SOPs and quality system requirements
• Support internal and external audits and regulatory inspections
• Identify and escalate sample-related compliance risks
• Support deviation, investigation, and CAPA activities when required
• Maintain sample chain of custody and traceability

Business Continuity and Workload Management

Provide cross-coverage within the Sample Management team during absences and peak workload periods, assisting with workload prioritization and backlog management to ensure timely sample processing and uninterrupted stability program activities.

Qualifications

Experience

• Minimum 1 year working with sample management in a pharmaceutical environment.
• Experience working in a contract laboratory is considered an asset.
• Experience with LIMS/eLIMS systems considered an asset.

Other Required Skills

• Excellent organizational skills.
• Strong verbal and written communication skills.
• Strong grasp of spoken and written English.
• High level of accuracy and strong attention to detail.
• Ability to work independently, while supporting a collaborative, team-based department.
• Ability to multitask and manage competing priorities.
• Ability to work in a fast-paced environment and meet deadlines.
• Strong problem-solving skills.
• Proactive and self-disciplined work style.
• Demonstrate satisfactory work performance and attendance record.
• High level of professionalism and confidentiality.
• Strong customer service orientation.
• Ability to learn quickly and apply knowledge effectively.
• Strong planning and time-management skills.

EDUCATION / REQUIREMENTS

• A B.Sc. degree preferably in Chemistry, or diploma in related field.
• Computer proficiency – Microsoft Office, especially Excel.

WORKING CONDITIONS

• Laboratory environment requiring standing for greater than 50% of the time
• Light lifting requirements up to 20 lbs
• Shift work and overtime may be required
• Occasional weekend and evening work may be required
• Fast-paced, deadline-driven work environment

Additional Information

Disclaimer: Salary information posted on sites other than the official careers page does not reflect the organization’s compensation and may represent estimated ranges provided by third-party job boards. The organization offers competitive wages and a comprehensive total rewards package, which will be discussed during the interview process.

Please note that relocation to Mississauga, ON is expected in 2026.

At Eurofins we offer excellent full-time benefits including health & dental coverage, life and disability insurance, RRSP with 3% company match, paid holidays, paid time off.

Accommodation: Persons with disabilities who need accommodation in the application process, or those needing job postings in an alternative format, may e-mail a request via the website at www.eurofins.ca.

As a Eurofins employee, you will become part of a company that has received international recognition as a great place to work. To learn more about Eurofins, please explore our website at www.eurofins.ca

This posting is supported by AI technology to assist in screening candidates and resumes. 

This posting is for a current vacancy and the successful candidate will start as soon as possible.

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