Logistics Coordinator (focused on admin tasks)

Q2 Solutions is a leading clinical trial laboratory services organization with end-to-end laboratory services and secure, enterprise-wide biospecimen and consent management solutions. With a relentless focus on quality and innovation, Q2 Solutions uses its global experience and scientific expertise to transform science and data into actionable medical insights that help customers improve human health. 

Job Overview
Work performed is in accordance with ICH E6 Guideline for Good Clinical Practice.

Essential Functions
• Advise Project Management on correct shipping materials and documentation to order for global studies
• Coordinate any special arrangements with couriers
• Gather data from PM about kit contents, site lists, etc
• , during protocol design
• Prepare commercial invoices, letters of instruction, and letters to airport police, and oversee pre-printed air bills to supply to sites to ensure specimens will be shipped in compliance with each county’s regulations and each courier’s specifications
• Operate all courier systems to prepare package address labels, invoices and other associated documentation correctly, professionally and in a timely manner
• Liaise with courier IT departments to ensure prompt rectification of any system faults
• Ensure system upgrades are implemented with minimum impact to business
• Maintain all shipping machines address databanks and keep them up-to-date
• Liaise closely with the Project Management group to ensure accuracy of address details in QLIQVIA, particularly at study start-up
• QC all shipping documentation prior to shipping
• check shipments against manifest
• Track and trace shipments and follow up problem shipments to ensure they are progressed and delivered rapidly
• Monitor inventory level requirements and maintain a minimum operating stock level for all couriers’ material as required
• Train new staff in the operation of all courier systems
• Monitor processes within Logistics with a view to increasing quality and efficiency of current method of operation
• Produce all courier manifest reports each evening, ensuring that they are retained as a record
• Responsible for all record keeping and archiving of quality data
• Maintain filing and archiving system for all shipping material for all couriers used
• Maintain a record of returned/damaged shipments
• Produce monthly metrics reports relating to the Logistics group and Courier performance Maintain current knowledge of customs and shipping regulations/restrictions for import/export worldwide
• communicate changes effectively
• Maintain current knowledge regarding Dangerous Goods shipping
• Ensure that all paperwork generated by photocopying is done in a quality manner to provide a professional appearance, and that all faxed documentation is of a professional appearance prior to faxing
• Courier invoice exception resolutions for billing purposes Assist Finance with VAT obtaining VAT reports and recovery efforts
• Research and report on shipment and service inquiries from internal and external clients
• May have routine or ad-hoc contact with study Sponsor(s) Provide site address corrections data to PM for correction in source systems from Courier exception reports

Qualifications
• High School Diploma or equivalent

• High School Diploma or equivalent

• Admin tasks

• Problem solving

• Other IATA certification in Dangerous Goods regulations
• 2 year of related experience
• Good communication and problem-solving skills
• Detail-oriented, thorough, and well-organized
• Ability to grasp general concepts of import/export regulations
• Ability to work in a fast-paced, high-stress environment
• Ability to establish and maintain effective working relationships with co-workers, managers and clients