Senior Manager / Associate Director, Purchasing & Laboratory Operations

Position Title:
Senior Manager / Associate Director, Purchasing & Laboratory Operations

Dept. Name:


This position will provide management and execution of complex projects by leveraging best practices, organizational management, and strategic planning to lead purchasing and facilities. Responsible for managing the purchase order process, procurement of supplies and services, environmental health and safety, and building and facilities maintenance. Reports to the Chief Operating and Financial Officer.


Essential duties and responsibilities include the following.  Other duties may be assigned.


  • Work with Finance and Legal departments and end users to manage and streamline procurement/purchase order process: check new purchase requisitions to ensure purchasing budget guidelines and authorization levels as well as company policies are followed; generate and track purchase orders for fulfillment and invoicing; research invoicing discrepancies for accounting department and perform reviews of open purchase orders
  • Complete inventory counts and maintain inventory levels for all lab supplies
  • Receive and organize incoming shipments from vendors; create and utilize department filing system to record and maintain all packing slips and orders; and, sort, package and prepare domestic and international outgoing shipments including those with dry ice and other special packaging requirements
  • Research and oversee suppliers to ensure that supplies, equipment, and services are of acceptable quality, competitively priced, and delivered timely; manage relationships with service and equipment providers; monitor shipments and notify users of backordered items and find alternative sources;
  • Negotiate with vendors for the best possible price and service guarantee for goods and services, such as major equipment purchases and installation, equipment maintenance agreements, laboratory supplies, and any other items as assigned. Establish and maintain updated lists of vendors and alternates
  • Work with Finance department to develop, maintain and comply with Sarbanes-Oxley controls when needed.
  • Maintain and assure accuracy of all required reporting, documentation and/or recordkeeping, to include vendor set up and maintenance
  • Manage and track equipment service contracts, repairs, preventative maintenance, and calibrations
  • Ensure all facility permits are maintained and kept current
  • Manage asset tracking database
  • Work with landlord, vendors, construction, real estate and Associate Director, Operations to manage tenant improvement for lab and office space buildouts and moves
  • Serve as primary contact for:
    • Certified Unified Program Agency (CUPA) – responsible for all required permit paperwork including hazardous waste management ensuring regulatory compliance
    • Safety inspections (fire, DEH, water quality, APCD) and serves as fire safety officer on the Company’s Safety Committee
    • All facilities maintenance including custodial and security services
    • Property management
  • File and maintain Safety Data Sheets (SDS)
  • Follow and assure adherence to environmental and safety regulations and act in compliance with U.S. and local laws and agency requirements; comply with safety and business ethics
  • Coordinate, perform and ensure safety training and environmental health and safety (EH&S) regulatory compliance (new hires and recurring training)

Education / Experience:

Minimum Requirements

  • Bachelor’s degree in related field, a combination of relevant education and applicable job experience may be considered
  • At least 5+ years of progressively responsible experience in similar role in the Biotech/Pharmaceutical industry
  • Flexible and able to prioritize and use available tools to be highly productive and manage high volumes
  • Excellent negotiation and interpersonal skills; ability to influence without direct authority
  • Ability to operate and execute effectively in a fast-paced environment with multiple priorities and challenging deadlines
  • Customer oriented, flexible, team player, initiative taker, proactive, with good judgment and decision-making ability
  • Proficient skills with a personal computer and a very good knowledge and understanding of all Microsoft Office programs, specifically with Word and Excel. Experience with web-based applications is also strongly preferred
  • Ability to be readily available to respond to facility needs and emergencies after regular business hours

Preferred Qualifications

  • Experience with ordering systems and purchasing laboratory supplies
  • Strong preference for experience vetting, selecting, and implementing purchase order systems
  • Experience handling laboratory chemicals

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