The Sr. Manager, Sample Operations is responsible to ensure compliance with PDMA and FDA regulations as, well as internal SOPs and work instructions. The Sample Operations Manager is directly responsible for managing hand sample and direct-to-practitioner sample programs, sample launches, and sample allocations. This position partners with Sales Operations, Supply Chain, Brand, Field Sales, Training, IT, Compliance and Quality. The Manager, Sample Operations will manage multiple vendors such as, Sample Accountability Vendor and Fulfillment Vendors to ensure all guidelines and processes adhere to PDMA, FDA, and Company requirements.
Manage and continuously improve sample operations for optimal and operational performance
Partner with brand managers to provide all sample allocations and direct to practitioner program details
Ensure that field-based and internal department actions are in compliance with PDMA governing regulations
Work with Compliance to ensure that Bausch Health complies with federal (Sunshine Act) and state law reporting requirements impacting interactions with Health Care Professionals (HCPs) and Sales Representatives as it relates to samples
Set up and run status meetings with business units, vendors, etc.
Write SOPs, create work instructions
Partner with Supply Chain for sample shipments to vendor
Partner with Sales Operations (CRM Veeva team) to implement any changes/additions in Veeva
Inventory management with all stakeholders, vendors, supply chain, etc.
Maintain diligent adherence to operating metrics, including accurate sample allocations, and potential upcoming issues and opportunities
Keep up to date with legislation and other developments that affect sample operations
Work with internal stakeholders and vendors to coordinate sample programs, develop work instructions
Manage Sample Management/Accountability vendor and implement processes: Closeouts , Monthly inventory , Implement SLTs, Annual inventories, Signature Audits, For Cause Audits report to Compliance, Random Audits, Transfers/Adjustments, Manage expired/damaged/short dated products, Support Field Sales teams with any issues with sampling activity, Reports Rep inventory , Manage approve/create work directives with vendor
Manage shipping invoices for each program, submit to Accounts Payable
Manage sample DTP Program to effectively sample HCPs through non representative channels (i.e. web, fax back, etc.)
Reporting and Analysis, monthly, weekly, any frequency per program requirements
Support Field Sales team on sampling functions, inquiries, etc.
New hire representative training
Partner with IT for any system enhancements, reporting, etc.
5 to 7 + years of experience and/or a Bachelor's degree in Business Administration, or related fields
2+ years of relevant experience in sales/marketing programs
Must have an understanding of PDMA requirements
High level resourcefulness and problem solving skills under pressure are critical to this role
Must have strong project management skills and attention to detail
Must have a strong working knowledge of relevant software systems (e.g., Access, Excel, salesforce.com, MS Word, PowerPoint, etc.)
Strong vendor management experience
Strong customer service, communication, collaboration and facilitation
Ability to manage and prioritize multiple projects simultaneously, efficiently, and independently
Demonstrated ability to build relationships with the internal teams and external vendors
Experience working in matrix management structure in a cross-functional team environment
Some travel for national sales meetings, representative field rides, etc