Procurement & Facilities Lead

Summary

Apex Pharmacy Solutions, a Texas-licensed 503A Class Sterile Compounding Pharmacy headquartered in Spring, Texas, specializes in wellness optimization, peptide therapy, longevity and performance-based medicine. The Procurement & Facilities Lead is a critical operational leadership role responsible for overseeing pharmaceutical procurement, vendor management, facilities operations, warehouse logistics, and outbound shipping within a highly regulated compounding pharmacy environment. Reporting to Director of Procurement & Facilities, this position partners cross-functionally with pharmacy, compliance, and executive leadership to ensure uninterrupted supply chain operations, maintain facility standards consistent with USP <797> and USP <795> requirements, support NABP/VIPPS accreditation readiness, and uphold compliance with Texas State Board of Pharmacy (TSBP), OSHA applicable to 503A pharmacies.

Responsibilities

Procurement & Vendor Management

• Source, evaluate, and manage vendors for pharmaceutical materials, USP-grade chemicals, sterile compounding supplies, packaging, and facilities-related goods in compliance with Apex procurement standards.

• Negotiate pricing, terms, and service agreements with approved suppliers; maintain executed vendor contracts and ongoing performance records.

• Monitor inventory levels and coordinate purchase orders to prevent supply disruptions and minimize excess stock carrying costs.

• Maintain full documentation of procurement transactions within Life File and applicable management systems to ensure traceability and regulatory compliance.

• Lead the qualification and approval of new suppliers in coordination with the compliance and pharmacy teams.

• Reconcile purchase orders and delivery confirmations against approved budget allocations.

Facilities & Warehouse Operations

• Lead daily warehouse and facilities operations across teams of up to 20+ associates in a high-volume pharmaceutical distribution environment, maintaining productivity, safety, and operational targets.

• Monitor labor hours, staffing levels, workflow efficiency, attendance, and shift-performance metrics to support operational success and reduce downtime.

• Coach, mentor, and motivate associates through floor engagement, structured performance conversations, and hands-on leadership.

• Direct operational planning through labor allocation, time management, shift coordination, and staffing adjustments based on business demand.

• Coordinate medication shipment movement, package handling, and material flow during high-volume periods.

• Oversee maintenance of all facility systems, including HVAC, refrigeration, and environmental monitoring critical to sterile compounding compliance.

• Direct facility repairs, preventive maintenance schedules, and third-party service vendor coordination.

Shipping, Logistics & Life File Integration

• Leverage Life File pharmacy management software to support documentation, dispensing workflow, and shipping of compounded medications in accordance with state and federal regulations.

• Coordinate outbound shipment logistics to ensure timely, accurate, and compliant delivery of compounded preparations to patients and prescribers.

• Maintain chain-of-custody documentation and shipping records within LifeFile to support audit readiness and regulatory inspections.

• Partner with fulfillment and pharmacy staff to resolve shipping discrepancies, return authorizations, and carrier-related issues.

• Monitor cold-chain and temperature-controlled shipping requirements for applicable sterile preparations.

Safety, Compliance & Regulatory Support

• Conduct routine safety walkthroughs, identify hazards, enforce PPE standards, and uphold compliance with pharmacy and warehouse safety procedures.

• Support USP <797>, USP <795>, and OSHA compliance through documentation, corrective action follow-up, and staff training coordination.

• Lead preparation for NABP/VIPPS inspections and Texas State Board of Pharmacy regulatory audits relating to facilities and procurement.

• Maintain accurate records for facility access, equipment logs, environmental monitoring, and vendor qualifications.

• Escalate compliance risks or operational deficiencies to the COO and Director of Pharmacy without delay.

Reporting & Data Analysis

• Leverage Excel reporting, operational dashboards, and logistics metrics to track procurement spend, inventory turns, and facilities KPIs.

• Prepare regular reports on vendor performance, procurement activity, and facilities status for executive review.

• Analyze supply chain data to surface cost-reduction opportunities, process improvements, and risk-mitigation strategies.

• Support development of procurement budgets, forecasting models, and capital planning for facilities-related investments.

Requirements

Education

• Bachelor’s degree in supply chain management, Business Administration, Operations Management, or related field preferred.

• High School Diploma or GED required; relevant operational experience may substitute for formal education on a case-by-case basis.

Experience

• Three to five years of experience in procurement, warehouse operations, or facilities management, preferably within a pharmaceutical, healthcare, or regulated manufacturing environment.

• Prior experience within a 503A or 503B compounding pharmacy, specialty pharmacy, or FDA-regulated facility strongly preferred.

• Demonstrated experience supervising or leading operational teams of 10 or more associates in a fast-paced, high-volume environment.

• Working knowledge of pharmaceutical supply chain requirements, cold-chain logistics, and controlled substance handling is a plus.

Technical Skills

• Proficiency in Microsoft Excel, including pivot tables, data tracking, and analytical reporting.

• Experience with pharmacy management or documentation systems; familiarity with Life File is a significant advantage.

• Working knowledge of USP <797>, USP <795>, OSHA standards, and applicable Texas pharmacy regulations.

• Experience with vendor management, purchase order systems, and inventory control software.

Professional Competencies

• Strong organizational skills with demonstrated capacity to manage multiple priorities in a time-sensitive environment.

• Effective communicator able to interact professionally with internal teams, vendors, and regulatory personnel.

• Analytical mindset with the ability to interpret operational data and translate findings into actionable recommendations.

• Demonstrated leadership capability with a record of holding self and others accountable to performance standards.

• High degree of integrity and discretion in handling sensitive pharmaceutical and business information.

Physical Requirements

• Ability to stand, walk, and move throughout the warehouse and pharmacy facility for extended periods.

• Capacity to lift and carry materials up to 40 pounds with or without reasonable accommodation.

• Ability to work in environments with variable temperature ranges, including cold storage and refrigerated areas.

• Manual dexterity sufficient to operate computer systems, scanning equipment, and standard office tools.

Work Environment

• Onsite, in-person role based at the Apex campus in Spring, Texas.

• Pharmaceutical warehouse and sterile compounding facility environment within a Texas-licensed 503A Class Sterile Compounding Pharmacy.

• Occasional extended hours during high-volume periods, accreditation inspections, or operational transitions.

• Strict adherence to dress code, PPE, and access-control requirements consistent with a sterile compounding environment.