Manager, Operations

Position Summary

Directly and through subordinates, effectively manages the operational activities associated with facility management, warehousing and distribution activities such as receiving, replenishment, order fulfillment and returned goods (for prescription pharmaceutical products), warehouse vehicle maintenance, security, employee training and development, warehouse cleanliness and safety, coordinating preventative maintenance and equipment expansion/upgrades of systems and/or equipment critical to the operation of a wholesale pharmaceuticals distribution facility, (i.e. fire suppression equipment, backup power systems, fire and burglar alarm systems, etc.).

This position requires interaction with transportation vendors, customer service, service vendors, contractors, in-house staff, local authorities, regulatory agencies and internal management.

This position is categorized as compliance critical and as such requires and is assigned specific responsibility for ensuring continual and proper compliance with all division corporate and regulatory requirements.

Essential Functions and Duties

SUPERVISORY RESPONSIBILITES:

• Directs the workflow, motivates, trains and monitors the performance of warehouse team members involved in either the receiving, order fulfillment, replenishment, shipping, or returns processes.
• Assists in the process training and performance management for the Distribution Center team members.
• Monitors work processes and makes suggestions for modifications to increase and improve productivity, efficiency and accuracy for the purpose of reducing costs; implements changes as directed or needed.
• Supports compliance with all appropriate policies, procedures, safety rules and compliance regulations.
• Participates in daily status meetings with team members and participates in leadership team meetings to ensure efficiency and collaboration.
• Audits employee adherence to standard operating procedures as it relates to all of that mentioned above.
• Accountable for employee scheduling, authorizing overtime and approving time off.
• Maintains records, metrics, dashboards, etc. related to the assigned area that gives indication of the performance and quality level of the team and its members.
• Accountable for coaching employees and upholding expected levels of policy adherence and work performance.
• Must be willing to work extended hours as needed to meet productivity goals.
• Must be willing to participate in physical inventory as scheduled.
• Define subordinates’ duties, goals and objectives in alignment with the Company’s strategic objectives and ensure subordinates successfully complete assignments.
• Carry out supervisory responsibilities in accordance with the Company’s policies and applicable laws.
• Responsibilities include interview, hire, and develop employees; Plan, assign, and direct work; Appraising performance; Rewarding and disciplining employees; Addressing complaints and resolving problems.
• Develop employees’ capabilities by ensuring their participation in Company training programs; Delegate to employees’ strengths; Provide adequate instructions when assigning tasks or goals; Provide positive and negative feedback when appropriate.
• Performs related duties as assigned.

Principal Warehouse Accountabilities:

• Responsible for the security of the warehouse and of all prescription products. This also includes responding to and evaluating any afterhours alarms from the security company and communicating such events with management.
• Responsible for monitoring and responding to temperature excursions where prescription product is stored and communicate with Management and Quality if such an event occurs.
• Manage through subordinates organized and efficient processes of receiving, replenishment, order fulfillment, and returns.
• Responsible for ensuring that only products intended for the Distribution Center are accepted by the receiving clerks; ensures that daily logs are maintained with accurate information relative to products received and compliant with DSCSA regulations.
• Assist Inventory Control in the daily cycle counting as well as Physical Inventories.
• Assist in the preparation of annual department budget for warehouse and distribution department business unit. Work within approved budget. Monitor all costs, ensuring accuracy, and compliance with budget. Develop and implement cost savings measures.
• Work with Operations Management, Quality Assurance and Regulatory Affairs to help create effective training procedures to ensure direct reports are effectively accomplishing assigned tasks according to documented procedures. Implement and maintain the warehouse and facilities employee training programs designed to train team members in standardized methods of performing various warehouse tasks, based on corporate SOP’s, while establishing individual team member competency and accountability.
• Responsible for working with Operations Management, Regulatory Affairs and Quality Assurance to maintain and update SOP’s related to areas of responsibility.
• Work closely with Operations Management and Regulatory Affairs to ensure that all safety, local, state and federal regulations as implemented by the company are enforced and adhered to by all employees.
• Support the Company’s Compliance and Safety Programs by ensuring compliance with program policies and procedures. Lead by example by ensuring conduct is consistent with policies and procedures when engaging in any activity on behalf of the Company. Immediately report any concerns or violations.
• Continuously strive to improve processes and service quality to internal and external customers and employee relations.
• Coordinate through subordinates the replenishment of pick locations from over stock locations to accommodate pick demand for a given period.
• Continuously evaluate and recommend changes to maximize warehouse storage capacity and to increase efficiency and productivity of warehouse tasks and staff.
• Develop and maintain relationships with local parcel and freight carrier representatives to enhance the Company’s competitive advantage.
• Coordinate maintenance on all warehouse vehicles and equipment, ensuring planned maintenance is being performed on a regular basis in a manner consistent with company policy.
• With IT support, manage the setup and maintenance of the Company’s software applications that relate to warehouse operations.

Principal Facilities Accountabilities:

• Responsible for the security of the entire building, this includes access control as well as any cameras or alarm systems (including Burglar, Fire and Temperature).
• With support from subordinates responsible for all facilities related maintenance and repairs including grounds maintenance, physical structure integrity, window maintenance, lighting, plumbing, electrical, etc.
• Assist in the preparation of annual department budget for facilities business unit. Work within approved budget. Monitor all costs, ensuring accuracy, and compliance with budget. Develop and implement cost savings measures.
• Develop and implement a system of regular inspection and maintenance of facilities to limit potential interruption to daily operations.
• Coordinate and oversee regularly scheduled preventative maintenance of fire suppression systems, backup power systems, fire and burglar alarm systems, and HVAC systems.
• Develop and maintain relationships with service vendors and contractors in an effort to maximize service efficiency while keeping costs to a minimum.
• Continuously evaluate and recommend changes and/or enhancements to facilities related systems, services and vendors, in an effort to reduce expenses and/or enhance performance.
• Adheres specifically to all company policies and procedures, Federal and State regulations and laws.
• Display dedication to position responsibilities and achieve assigned goals and objectives.
• Represent the Company in a professional manner and appearance at all times.
• Understand and internalize the Company’s purpose; Display loyalty to the Company and its organizational values.
• Display enthusiasm and dedication to learning how to be more effective on the job and share knowledge with others.
• Work effectively with co-workers, internal and external customers and others by sharing ideas in a constructive and positive manner; listen to and objectively consider ideas and suggestions from others; keep commitments; keep others informed of work progress, timetables, and issues; address problems and issues constructively to find mutually acceptable and practical business solutions; address others by name, title, or other respectful identifier, and; respect the diversity of our work force in actions, words, and deeds.
• Comply with the policies and procedures stated in the Injury and Illness Prevention Program by always working in a safe manner and immediately reporting any injury, safety hazard, or program violation.
• Ensure conduct is consistent with all Compliance Program Policies and procedures when engaging in any activity on behalf of the company. Immediately report any concerns or violations.
• Other duties as assigned

Education, Knowledge, Skills and Experience

Required Education:

• Bachelor’s Degree in or a related field of study; or four (4) years relevant experience in lieu of degree.

Required Knowledge:

• Must have a strong working knowledge of warehouse operations and product flow, as well as the systems modules pertaining to receiving, transferring, picking, and billing.
• Must have a strong working knowledge of facility and equipment operations.
• Knowledge of computers to operate effectively with Warehouse Management Systems, outlook, PowerPoint, Word and Excel.

Required Experience:

• A minimum of five (5) years [nine (9) for non-degreed candidates] warehouse operations, facility maintenance, and distribution operations experience within the field of medical distribution of wholesaler is required.
• A minimum of three (3) years supervisory experience is required.

Required Skills:

• Must have strong organizational skills
• Must have a detail orientation and the proven ability to prioritize work
• Must have effective verbal and written communication skills
• Must have the ability to work with limited supervision and as part of a team
• Sound decision-making abilities
• The position requires a broad and ongoing amount of discretionary decisions relative to planning, maintenance, product throughput efficiency, employee relations and database management.
• Strong interpersonal skills are required, as this position works closely with personnel from a variety of different areas within and outside the company.
• Analytical and problem-solving skills are required.

Physical requirements

Vision, hearing, speech, movements requiring the use of wrists, hands and/or fingers. Must have the ability to view a computer screen for long periods and the ability to sit for extended periods. Must have the ability to work the hours and days required to complete the essential functions of the position, as scheduled. The employee occasionally lifts up to 50 lbs. and occasionally kneels and bends. Working condition include warehouse setting.

Mental Demands

Learning, thinking, concentration and the ability to work under pressure, particularly during busy times. Must be able to pay close attention to detail and be able to work as a member of a team to ensure excellent customer service. Must have the ability to interact effectively with co-workers and customers, and exercise self-control and diplomacy in customer and employee relations’ situations. Must have the ability to exercise discretion as well as appropriate judgments when necessary. Must be proactive in finding solutions.

Direct Reports

Shipping and Receiving Supervisors

Facilities Associates

EEO/AAP Statement

FFF Enterprises/NuFactor is an equal opportunity employer to all and prohibits discrimination and harassment based on the following characteristics: race, color, caste, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic conditions), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran or military status, medical leave or other types of protected leave (requesting or approved for leave under the Family and Medical Leave Act or any state protected leaves), domestic violence victim status, political affiliation, reproductive health decision-making, and any other characteristic protected by state or federal anti-discrimination law covering employment. These categories are defined according to Government Code section 12920. The Company prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics.