Supplier Operations Specialist
Description
Procurement - Supplier Operations Specialist Summary
We are looking for a motivated, self-starting individual to join INCOG’s evolving Supply Chain Team. Join us during the early stages of building dynamic, top-tier procurement practices, building collaborative supplier relationships, and implementing strategic sourcing/inventory management practices.
The Supplier Operations Specialist will assist the Senior Procurement Manager and Procurement Supervisor with the implementation of the Sales and Operation Planning process, inventory management processes, and establishing top-tier procurement practices. This position will lead the tactile procurement activities, monitor the purchase to receipt process, and lead the implementation of the MRP process. A critical component of this role is owning the end-to-end supplier/vendor lifecycle—from qualification and onboarding through ongoing performance management and continuous improvement.
Essential Job Functions:
Support the purchase requisition to purchase order process.
Maintain order acknowledgement in ERP and collaborate with requestors to assure lead times meet internal demand.
Create and communicate demand forecasts for inventoried materials.
Identify and develop best-in-class suppliers.
Establish and maintain good supplier and internal customer relationships that foster an environment of collaboration and trust.
Analyze historical spend data to identify new opportunities for cost savings
Supplier & Vendor Management
Identify, evaluate, and develop best-in-class suppliers aligned with INCOG's quality, regulatory, and operational requirements.
Own the end-to-end supplier/vendor onboarding process, including documentation collection, risk assessment, qualification coordination with Quality, and ERP setup.
Serve as the primary point of contact for assigned supplier/vendor relationships, fostering an environment of collaboration, transparency, and accountability.
Maintain a current and comprehensive Approved Supplier/Vendor List (ASL/AVL) in coordination with the Quality team, ensuring GMP compliance for all applicable materials and services.
Proactively monitor supplier performance against agreed-upon delivery, quality, and service metrics; escalate risks and manage corrective actions as needed.
Conduct periodic supplier business reviews to align strategic priorities, capacity planning, and continuous improvement initiatives.
Establish and maintain good supplier and internal customer relationships that foster an environment of collaboration and trust.
Supplier Scorecard and Performance Management
Design, implement, and maintain a formal supplier/vendor scorecard program that tracks key performance indicators (KPIs) including on-time delivery, quality defect rates, order accuracy, lead time adherence, and responsiveness.
Collect, analyze, and report scorecard data on a defined cadence (monthly/quarterly) for all critical and preferred suppliers.
Present scorecard results to internal stakeholders and facilitate structured performance discussions with suppliers, driving corrective action plans where KPI thresholds are not met.
Use scorecard data to inform strategic sourcing decisions, supplier tiering, and preferred supplier designations.
Partner with Quality to integrate supplier quality metrics (e.g., non-conformance rates, CAPA response times) into the overall scorecard framework
Compliance, Documentation & Cross-Functional Collaboration
Ensure all procurement and supplier management activities comply with GMP requirements, INCOG SOPs, and applicable regulatory standards.
Maintain thorough and audit-ready documentation for all supplier qualifications, onboarding activities, contracts, and performance records.
Collaborate with Supplier Quality, Technical Services, and Operations to ensure supply continuity and material availability for production schedules.
Support change control activities requiring supply chain or supplier impact assessments.
Assist with the Material Specification process, including coordinating supplier-provided documentation (CoAs, safety data sheets, regulatory filings) to support specification development and updates.
Maintain attention to detail and adhere to good documentation practices across all procurement activities.
Ideal Previous Experience:
3-5 years demonstrated working knowledge of ERP systems (SAP, Oracle, etc.).
3-5 years in a supplier / customer facing role. (Regulated Industry preferred.)
2-3 years’ experience in a procurement role (Pharma preferred).
Experience designing or managing supplier scorecards or formal vendor performance management programs.
Familiarity with GMP supplier qualification requirements (e.g., FDA 21 CFR Part 211, ICH Q10) and approved supplier list management.
Experience with contract negotiation and supplier agreement management.
Proficiency with data analysis tools (Excel, Power BI, or equivalent) for spend analysis and KPI reporting. Ability to lead, train, and mentor other team members on a personal level.
Additional info about INCOG BioPharma Services:
At INCOG BioPharma we have built a world-class CDMO for parenteral injectable drugs. Our culture and priorities are different by design: focused on building long-term value for our customers, we are committed to a service-culture mindset, technical excellence, and a collaborative and team-centered approach to doing business.
If you crave the challenge of creating systems from scratch and believe you have insights for a better way of doing business, which benefits customers by ensuring quality outcomes and accelerating their route to market, we want to hear from you. Unless otherwise specified, all positions are based out of our Fishers, IN offices. Please note, we are a smoke-free campus.
INCOG BioPharma is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All employment decisions at INCOG BioPharma are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, sex (including pregnancy), age, physical disability, sexual orientation, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We will not tolerate discrimination or harassment based on any of these characteristics.
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