FDA Sampling Supervisor

Position Summary

The FDA Sampling Supervisor is responsible for the day-to-day leadership, coordination, and oversight of Certified Group's FDA sampling operations. This role supervises internal FDA Samplers and third-party sampling partners, ensuring all sampling activities are executed accurately, efficiently, and in compliance with FDA requirements and company procedures.

The FDA Sampling Supervisor serves as the primary operational resource for sampling activities, balancing client needs, sampler schedules, training requirements, quality expectations, and workflow priorities. This position works closely with Imports, Laboratory Operations, Sample Receiving, and Client Services to ensure seamless execution of FDA sampling programs.

Location: Melville, NY

Travel: Up to 20% domestic travel

Reports To: FDA General Manager / Director

Key Responsibilities

Team Leadership & Supervision

• Supervise and support a network of internal FDA Samplers across multiple geographic regions.
• Coordinate and oversee third-party samplers to ensure timely and compliant sample collection.
• Provide day-to-day direction, coaching, and support to samplers regarding procedures, expectations, and performance.
• Monitor workload distribution and staffing coverage to ensure sampling commitments are met.
• Assist with recruiting, onboarding, training, and performance management of sampling personnel.

Scheduling & Operations Management

• Schedule and coordinate all FDA sample collection activities from public warehouses, client warehouses, and other designated facilities.
• Optimize sampling assignments based on geography, urgency, workload, and client priorities.
• Maintain visibility of all sampling activities through centralized scheduling and tracking tools.
• Communicate scheduling updates, delays, and completion status to clients and internal stakeholders.

Training & Compliance

• Maintain training records and qualification requirements for all FDA Samplers.
• Coordinate initial training, refresher training, and annual compliance training programs.
• Ensure adherence to FDA requirements, SOPs, safety procedures, and company policies.
• Serve as a subject matter resource for sampling procedures and documentation requirements.

Quality & Documentation Oversight

• Review sample receipt, collection reports, photo reports, and supporting documentation for completeness and accuracy.
• Identify deficiencies and coordinate corrective actions when necessary.
• Work closely with Sample Receiving and Laboratory teams to resolve issues involving incomplete paperwork, damaged shipments, or missing samples.
• Monitor quality trends and implement process improvements to improve operational efficiency and compliance.

Administrative & Financial Responsibilities

• Reconcile third-party sampler invoices against approved quotations and completed work.
• Review and reconcile shipping and FedEx-related invoices associated with FDA sampling activities.
• Maintain operational records, performance metrics, and reporting related to sampling activities.

Additional Responsibilities

• Support FDA program initiatives and operational improvement projects.
• Travel as needed to support training, audits, field operations, and business needs.
• Perform other duties as assigned in support of the FDA Sampling Program.

Qualifications

• Associate's or Bachelor's degree preferred; equivalent experience considered.
• 3+ years of experience in laboratory operations, food safety, regulatory compliance, logistics, field operations, or a related environment.
• Prior experience leading, supervising, or coordinating field personnel preferred.
• Experience working within FDA-regulated, food testing, laboratory, or quality systems environments strongly preferred.
• Strong organizational, communication, and problem-solving skills.
• Proficiency with Microsoft Office and scheduling/tracking systems.
• Ability to manage multiple priorities in a fast-paced environment.

Key Competencies

• Leadership and team development
• Scheduling and resource management
• Customer service and relationship management
• Regulatory compliance and attention to detail
• Problem-solving and decision-making
• Communication and collaboration
• Accountability and execution

Success Measures

• Timely completion of sampling assignments
• Accuracy and quality of collection documentation
• Sampler training and compliance completion rates
• Client satisfaction and responsiveness
• Operational efficiency and workflow management
• Compliance with FDA and company requirements