Position Summary
The Supervisor, Cage & Vault is responsible for the day-to-day leadership, operational oversight, and regulatory compliance of Cage & Vault operations at the assigned distribution center, including controlled-substance receiving, storage, inventory control, order fulfillment, and distribution activities.
As the first-line people leader for the function, the Supervisor directs the daily work of assigned team members and is accountable for staffing coverage, work allocation, scheduling, employee performance and development, operational execution, inventory integrity, controlled-substance security, and adherence to Company policies, DEA regulations, applicable Code of Federal Regulations (CFR) requirements, and federal and state laws.
The Supervisor establishes daily operational priorities within established departmental objectives, directs workflow, monitors productivity, accuracy, and service levels, addresses routine operational and employee matters, and develops team capability through coaching and performance management. The position also provides hands-on operational support as business needs require, while maintaining primary responsibility for supervising the team and ensuring the safe, compliant, accurate, and efficient execution of Cage & Vault operations.
Essential Functions and Duties
Leadership & People Management:
- Provide direct supervision and day-to-day leadership to assigned Cage & Vault Associates.
- Plan, prioritize, assign, and direct daily work based on business requirements, staffing levels, workload, service expectations, and operational priorities.
- Develop employee schedules, manage staffing coverage, approve time-off requests, and authorize overtime within established guidelines.
- Establish clear performance expectations and provide ongoing coaching, feedback, recognition, and development to support individual and team performance.
- Conduct performance evaluations and address performance or conduct concerns in accordance with Company policies and established Human Resources practices.
- Participate in recruiting, interviewing, and selection activities; provide meaningful recommendations regarding hiring, advancement, corrective action, and other employment decisions.
- Lead onboarding, training, cross-training, and ongoing development activities to strengthen employee capability, functional coverage, and bench strength.
- Delegate responsibilities based on operational needs, employee capability, and development opportunities while maintaining accountability for results.
- Address employee concerns appropriately and partner with management and Human Resources as needed.
- Establish functional goals aligned with departmental and organizational objectives and monitor progress against expected results.
Cage & Vault Operations:
- Oversee the daily operations of the Cage & Vault function to ensure the timely, accurate, secure, and compliant movement of controlled-substance inventory.
- Direct receiving, storage, replenishment, picking, verification, packing, transfer, and shipping activities within the assigned operation.
- Establish workflow priorities and allocate resources to support throughput, service expectations, inventory accuracy, and operational requirements.
- Monitor daily workload, productivity, exceptions, and completion of assigned activities and take appropriate action when performance deviates from expectations.
- Ensure customer orders for controlled products are filled and independently verified with a high degree of accuracy and in accordance with established procedures.
- Ensure controlled products are received and stocked in accordance with quality standards and procedures, including product rotation, dated-product controls, and inventory availability requirements.
- Coordinate movement of controlled-substance material within applicable FFF work areas and Flower Mound facilities in accordance with established procedures.
- Provide hands-on shipping, receiving, inventory, or Cage & Vault support when necessary to maintain continuity of operations or address business needs.
- Collaborate with Inventory Control, Materials Management, Warehouse Operations, Quality, Compliance, and other departments to maintain effective product flow, inventory accuracy, and operational efficiency.
Controlled Substance Operations & Compliance:
- Oversee daily operations of controlled-substance vaults, cages, and safes in accordance with DEA regulations, applicable CFR requirements, Company policies, and established procedures.
- Maintain accountability for all controlled substances received, stored, transferred, returned, and shipped within the assigned operation.
- Ensure all required controlled-substance logs, records, regulatory forms, and supporting documentation are complete, accurate, current, and maintained in accordance with applicable requirements.
- Oversee required daily, weekly, and monthly counts of Cage & Vault items and ensure cycle-count and physical-inventory activities are completed accurately and timely.
- Monitor and maintain the security and integrity of controlled-substance storage areas, including vaults, cages, and safes, in accordance with established access and security requirements.
- Review and investigate controlled-substance inventory discrepancies, transaction variances, documentation exceptions, and other irregularities; coordinate and document corrective actions as appropriate.
- Participate in announced and unannounced internal, external, and DEA-related audits and inspections involving controlled substances.
- Ensure assigned employees are appropriately trained on Cage & Vault procedures, controlled-substance requirements, security protocols, documentation standards, and escalation expectations.
- Promptly report and escalate significant compliance, security, inventory, or operational concerns through appropriate channels.
Inventory Control & Operational Accountability:
- Maintain inventory integrity through effective documentation, transaction accuracy, inventory-control procedures, reconciliation practices, and supervisory oversight.
- Monitor inventory activity and operational records for accuracy, completeness, and compliance with established procedures.
- Lead and participate in cycle counts, physical inventories, reconciliations, and related inventory-control activities.
- Identify recurring inventory or operational issues, determine contributing factors, and coordinate corrective and preventive actions.
- Review operating results, workflow performance, errors, and service issues to identify opportunities to improve productivity, accuracy, throughput, and customer service.
- Develop and implement process improvements in conjunction with appropriate functional groups to strengthen controls, reduce errors, and improve operational effectiveness.
Safety, Security & Facility Management:
- Promote and maintain a safe, secure, clean, and organized warehouse environment.
- Ensure compliance with OSHA requirements, DEA requirements, Company safety policies, the Injury and Illness Prevention Program, and other applicable safety and security standards.
- Maintain or ensure completion of applicable facility maintenance records, temperature-monitoring logs, equipment inspection records, and related operational documentation.
- Identify, address, and appropriately escalate safety hazards, incidents, security concerns, equipment issues, and compliance concerns.
- Reinforce safe work practices and ensure assigned employees understand and consistently follow established safety, security, and material-handling requirements.
Communication & Continuous Improvement:
- Foster effective communication within Cage & Vault operations and across Warehouse Operations and other departments.
- Keep management informed of operational performance, staffing needs, significant inventory discrepancies, regulatory concerns, service risks, and other matters requiring attention.
- Partner cross-functionally to resolve operational issues, strengthen controls, and support continuous improvement initiatives.
- Support Company initiatives and departmental priorities while demonstrating professionalism, integrity, accountability, and sound judgment.
General Responsibilities:
- 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.
- Always represent the Company in a professional manner and appearance.
- 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:
- High school diploma or equivalent.
Preferred Education:
- Associate or bachelor's degree in Business, Supply Chain, Logistics, Operations Management, or a related field.
Required Experience:
- Minimum four (4) years of experience in a warehouse, distribution, inventory, shipping and receiving, or related operational environment.
- Minimum one (1) year of experience with controlled-substance operations or compliance within the pharmaceutical, healthcare distribution, or similarly regulated industry.
- Minimum one (1) year of lead or supervisory experience involving responsibility for directing employees, assigning work, coaching performance, or comparable people-leadership responsibilities.
- Experience operating applicable material-handling equipment, including 3,000-4,000 lb. capacity forklift and reach-truck equipment.
Preferred Experience:
- Supervisory experience within pharmaceutical or healthcare distribution operations.
- Experience supporting DEA-regulated controlled-substance distribution operations.
- Experience participating in regulatory, compliance, quality, security, or inventory audits.
Required Knowledge:
- Strong working knowledge of warehouse operations and product flow, including receiving, transferring, replenishment, picking, verification, packing, shipping, and billing-related processes.
- Working knowledge of controlled-substance handling, inventory accountability, security, documentation, and applicable DEA and CFR requirements.
- Knowledge of inventory management principles, warehouse best practices, and inventory-control procedures.
- Working knowledge of warehouse management systems (WMS), inventory systems, and operational technology used to support warehouse and distribution activities.
- Knowledge of applicable OSHA safety requirements and workplace safety practices.
Required Skills:
- Demonstrated leadership, coaching, employee-development, and performance-management capabilities.
- Ability to plan, prioritize, delegate, and direct the work of others while maintaining accountability for operational results.
- Ability to exercise sound judgment and appropriate discretion in staffing, workflow, employee relations, operational, inventory, and compliance matters.
- Strong organizational skills with demonstrated attention to detail and the ability to manage multiple priorities in a fast-paced environment.
- Strong analytical and problem-solving skills, including the ability to investigate inventory discrepancies, identify root causes, and coordinate corrective action.
- Effective verbal and written communication skills.
- Strong interpersonal skills and the ability to work effectively with employees, management, and cross-functional partners within and outside the department.
- Ability to make timely decisions related to staffing, planning, product throughput, operational priorities, employee performance, safety, and regulatory compliance.
- Demonstrated accountability, professionalism, and commitment to operational excellence.
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 prolonged periods and work in a warehouse environment for the hours and days required to complete the essential functions of the position, as scheduled. The position may require standing, walking, bending, kneeling, reaching, and lifting or maneuvering items of at least 50 lbs. Must have the ability to safely operate or work around applicable material-handling equipment. Must have the ability to travel occasionally. Working conditions include a normal warehouse setting.
Mental Demands
Learning, thinking, concentration and the ability to work under pressure, particularly during busy times. Must be able to plan and prioritize work, direct employees, evaluate performance, resolve operational and employee-related issues, and maintain a high degree of accuracy in a regulated environment. Must have the ability to interact effectively with co-workers, employees, management, and customers, and exercise self-control and diplomacy in employee relations and business situations. Must have the ability to exercise discretion and appropriate judgment when necessary and be proactive in finding solutions.
Direct Reports
Yes
EEO Statement
FFF Enterprises and Nufactor are an equal opportunity employer and prohibits discrimination and harassment based on the following characteristics: race, color, religion, national origin, physical or mental disability, gender, age (40 years and over) qualified veteran 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.
Acknowledgement
The above statements are intended to describe the general nature and level of work being performed by the incumbent assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and/or skills required of all personnel so classified.
The undersigned employee acknowledges receipt of the Job Description for the employee's position and understands the essential functions, responsibilities, and qualifications of the position. Furthermore, the employee acknowledges that this Job Description does not include all the essential functions of this position, and that these essential functions may change as deemed necessary by the manager.
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