Vendor Operations Specialist

Job Title: Vendor Operations Specialist

Job Description

The Vendor Operations Specialist supports a growing cell therapy organization by ensuring that materials, services, and suppliers are in place to enable GMP manufacturing, clinical operations, quality control, and broader business needs. As a key member of the Supply Chain team, this role manages day-to-day vendor operations, purchasing activities, order placement, inventory coordination, and supplier-related documentation in a cGMP biotech/biopharma environment. The position offers the opportunity to contribute to cutting-edge, innovative science in a highly collaborative setting focused on bringing meaningful change to patients.

Responsibilities

• Support purchasing activities by creating purchase requisitions, following up on purchase orders, tracking orders, and coordinating with internal stakeholders to ensure timely procurement of materials, supplies, equipment, and services.
• Assist with invoice reconciliation by collaborating with Finance and Accounting to resolve discrepancies and ensure accurate and timely payment to suppliers.
• Coordinate day-to-day vendor operations, including supplier onboarding support, vendor communication, quote collection, lead-time follow-up, and providing regular order status updates.
• Escalate delivery delays, service issues, and other vendor-related risks to Supply Chain leadership and relevant stakeholders, and help drive timely resolution.
• Work closely with Quality Assurance to communicate and document vendor performance within the vendor management program, ensuring alignment with cGMP expectations.
• Complete vendor-related quality activities such as risk assessments, Supplier Corrective Action Requests (SCARs), Corrective and Preventive Actions (CAPAs), and other vendor quality events.
• Draft, review, and update standard operating procedures (SOPs), supplier documentation, and other GMP-related documents to support compliant vendor and purchasing operations.
• Build strong, collaborative relationships with Manufacturing, Warehouse, MS&T, Quality, Finance/Accounting, and external vendors to support purchasing needs, material availability, service continuity, and operational timelines.
• Collect, maintain, and analyze purchasing and vendor performance metrics, including order status, lead times, supplier responsiveness, and issue resolution trends, to identify opportunities for improvement.
• Support the development, implementation, and continuous improvement of purchasing, vendor management, and broader supply chain processes and workflows.
• Assist in the implementation and use of new systems and platforms related to purchasing and vendor management, including ERP and inventory systems.
• Follow established procedures and documentation practices to ensure accurate, compliant records for purchasing, vendor management, and inventory coordination.
• Prioritize and manage multiple purchasing and vendor-related tasks simultaneously, balancing competing priorities and adjusting to changing operational needs.
• Support occasional urgent purchasing needs, vendor escalations, deliveries, or operational priorities that may require schedule flexibility.

Essential Skills

• A minimum of 5+ years of experience in purchasing, procurement, vendor coordination, supply chain operations, or related operational support roles.
• Experience in a cGMP biotech or biopharma environment, particularly in vendor management, purchasing, or supply chain operations.
• Hands-on experience with supply chain, procurement, purchasing, supplier quality, vendor management, and inventory coordination.
• Prior GMP vendor management experience, including exposure to vendor qualification and vendor performance monitoring.
• Familiarity with supply and quality agreements and how they apply to vendor relationships and cGMP operations.
• Proficiency with ERP systems such as SAP, Oracle, or NetSuite, including navigating purchasing and inventory modules.
• Strong computer skills with the ability to work effectively in purchasing systems, ERP systems, inventory systems, specialized software, and databases.
• Clear and succinct verbal and written communication skills with strong attention to detail and the ability to follow procedures and documentation standards.
• Ability to work independently and successfully, prioritize and manage multiple tasks simultaneously, and balance competing priorities.
• Ability to build strong partnerships and integrate effectively across functions to drive programs and initiatives forward.
• Knowledge of purchasing, vendor management, inventory coordination, and cGMP documentation expectations.
• Sufficient vision and hearing capability to work in an office, warehouse, and operational support environment.
• Physical dexterity sufficient to use computers and documentation systems on a regular basis.
• Ability to accommodate occasional schedule flexibility to support urgent purchasing needs, vendor escalations, deliveries, or operational priorities.

Work Environment

This role follows a hybrid work model, with an expectation to be onsite approximately 2–3 days per week. Standard hours are generally 9:00 a.m. to 5:00 p.m., with some flexibility based on business needs and occasional schedule adjustments to support urgent purchasing needs, vendor escalations, or critical deliveries. The work environment includes office, warehouse, and operational support settings, requiring sufficient vision, hearing, and physical dexterity to use computers, documentation systems, and standard office equipment. The Supply Chain team operates as an easygoing, supportive, and collaborative group, working closely with colleagues in Manufacturing, Warehouse, MS&T, Quality, Finance, HR, and other functions. The broader organization is mid-sized, with approximately 80 employees and around 100 workers including contractors, and is focused on innovative, cutting-edge science that aims to bring meaningful change to patients. Team members benefit from a culture that values discovery, collaboration, and operational excellence, along with a time-off package that includes two weeks of paid time off and 11 paid holidays.

This is a Contract position based out of Frederick, MD.

The pay range for this position is $45.00 - $60.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a hybrid position in Frederick,MD.

This position is anticipated to close on Aug 24, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.