Inventory and Administrative Specialist

Job Description

Job Description

Position Summary

Wilmington PharmaTech (WPT) is seeking a dependable, organized, and detail-oriented Inventory and Administration Specialist to support chemical inventory, warehouse operations, shipping, and day-to-day administrative activities. This position will primarily support the receiving, storage, tracking, shipping, distribution, and documentation of raw materials, chemicals, samples, consumables, and other materials used in API development, Quality Control Operations, and cGMP manufacturing. In addition to warehouse and inventory responsibilities, the Inventory and Administration Specialist will provide general administrative and operational support, including purchasing, office supply management, document management, and visitor support. The successful candidate will be comfortable working in both a warehouse and office environment, managing multiple priorities, maintaining accurate records, and following established safety, quality, and company procedures. This position plays an important role in ensuring that materials and samples are properly managed and available when needed while supporting the efficient day-to-day operation of the company.

The Role (Responsibilities)

1. Chemical & Material Receiving, Shipping & Distribution

• Receive and inspect incoming chemicals, raw materials, supplies, samples, and other materials.
• Verify quantities, labels, condition, and documentation against purchase orders and shipping records.
• Properly identify, label, and route incoming materials in accordance with company procedures.
• Prepare and coordinate outgoing shipments of bulk chemicals, finished products, laboratory samples, and other materials.
• Package shipments in accordance with applicable safety requirements, carrier requirements, and company procedures.
• Prepare shipping labels, packing lists, shipping documentation, and other required records.
• Ensure chemical and sample shipments are appropriately packaged, labeled, documented, and prepared for transport.
• Track shipments and communicate delivery information to internal teams, clients, vendors, and other recipients as appropriate.
• Coordinate the movement and distribution of materials throughout the facility to support Manufacturing, Quality Control, Analytical, and other operational needs.
• Communicate material shortages, discrepancies, damaged shipments, or other issues to appropriate internal stakeholders.
• Assist with the coordination of material returns, transfers, and disposal activities as required.

1. Inventory Control & Warehouse Operations

• Maintain accurate inventory records for raw materials, chemicals, consumables, samples, and other warehouse materials using company inventory systems.
• Perform routine physical inventory counts and cycle counts.
• Maintain accurate quantities, locations, status, and other required inventory information.
• Ensure materials are properly labeled, stored, and organized according to company procedures, safety requirements, and cGMP requirements.
• Monitor inventory levels and communicate shortages or upcoming material needs.
• Assist with maintaining appropriate storage conditions and organization of warehouse/storage areas.
• Sample incoming materials in accordance with applicable GMP requirements, SOPs, and manufacturing schedules.
• Update material quantities and inventory status following sampling, use, transfer, or other inventory transactions.
• Assist with the quarantine, release, and segregation of materials according to established procedures.
• Support the identification and management of expired, obsolete, damaged, or non-conforming materials.
• Maintain an organized and efficient warehouse environment.

1. Purchasing & Administrative Support

• Place routine purchases and orders for office, facility, kitchen, warehouse, and operational supplies.
• Manage routine purchases from vendors such as Costco, BJ?s, Amazon, and other approved suppliers.
• Monitor office and general-use supplies and reorder materials as needed.
• Maintain accurate records of purchases, orders, and related documentation.

1. General Office & Administrative Support

• Serve as the initial point of contact for visitors, vendors, and deliveries by answering the front door and directing visitors appropriately.
• Receive and distribute incoming mail, packages, and correspondence.
• Scan, copy, print, file, and organize documents and records, as needed.
• Maintain organized electronic and physical administrative files.
• Help maintain an organized and professional office environment.
• Assist with meeting preparation, visitors, company events, and other onsite activities as needed.

1. General Operational Support

• Work collaboratively with Operations, Procurement, Manufacturing, Quality, Analytical, and other departments to ensure materials, samples, and supplies are properly received, tracked, stored, and shipped.
• Assist with special projects involving inventory, warehouse organization, shipping, purchasing, documentation, or facility operations.
• Identify opportunities to improve inventory accuracy, warehouse organization, shipping processes, and administrative procedures.
• Perform other duties as required by the nature of the position or as requested by supervisors or Operations leadership.