Shift Warehouse Controller at Vector Logistics

Job Purpose

• To control the processes of inbound, outbound and stock handling in order to maintain efficiency within the warehouse

 Key Responsibilities

Operational Warehouse Management

• Control operational deliverables, and expectations, and coordinate progress with direct Line Manager
• Approve and oversee the execution of all relevant warehouse documentation and ensure compliance with all audit requirements including ISO
• Ensure that all products are received and stored timeously and in accordance with Group Policy
• Provide direction to warehouse team on a daily basis including overseeing the assignment of individual responsibilities, tasks and technical functions
• Maintain team focus on the business objectives in order to drive success
• Identify and resolve issues and conflicts within and between various operational teams and team members within span of control
• Conduct daily checks on all facilities, storage areas and equipment within the area of responsibility, ensure compliance to all mechanical, electrical, safety and hazard standards and raise any areas of non-conformances for action.
• Check the temperature records of probe thermometers and compile a weekly report for submission to the Warehouse Manager
• Ensure that the warehouse is locked and secure after hours
• Monitor and ensure optimum stock rotation practices are applied across area of responsibility.
• Optimise the allocation of picking slots to meet sale patterns
• Carry our daily SAP warehouse checks and action any reported defaults
• Ensure compliance to relevant hygiene standards
• Conduct regular safety checks and ensure maintenance is conducted on all lifting and other equipment
• Ensure that there are sufficient levels of consumables including pallet wrap, paper, cartridges, etc. Maintaining continuous operations within the warehouse.

Inbound Control

• Control the inbound process by receiving product in good condition.
• Capture stock on the SAP system to ensure that goods are controlled and easily identified
• Allocate the product to the right bin in order to access with ease and convenience as and when required
• Activate internal material movement, incorporating placing the order; picking the product and moving it to the truck for dispatch
• Check shelf life in order to ensure it has not expired using the FIFO (First in, First Out) system
• Prepare for and initiate stock take preparation ensuring that the entire process is embarked on and completed within the specified time frame.

Stock Control

• Ensure stock is in the right location by completing cyclic counts on a daily basis
• Ensure staff are doing proper stock rotation where it does not go to the pick face but to the back-up location 
• Control production and expiry dates on every inbound and outbound
• Control damages on inbound/outbound and track trends 
• Identify root cause and take necessary actions such as issuing verbal warnings
• Conduct monthly stock takes
• Ensure frozen stock is kept in a frozen and/or chilled state

Customer Liaison

• Resolve issues regarding damaged stock or shortage thereof
• Reconcile invoice details with requirements
• Report any incident that may have occurred involving drivers that in turn impacts on customers
• Schedule customer deliveries according to the time window process
• Verify orders and liaise with customers on the point of receiving by making use of the SAP System

Warehouse Maintenance

• Ensure the warehouse is kept clean by inspecting the carious areas
• Liaise with the cleaning manager and supervisor on site who in turn must liaise with the external cleaning company
• Arrange for damaged goods to be left in the designated area of the warehouse within category of repack; repair or dump
• Check that lighting is adequate, doors open and close easily amongst other specifics that impact productivity
• Report areas/issues in need of attention to the respective Maintenance Manager
• Ensure that all bin allocations are clear from any damaged pallets
• Ensure all forklifts are in good working order

Security Control

• Ensure that all stocks leaving the warehouse premises do so with proper documentation
• Ensure all cameras are focused on risk areas such as entry and exit points and on areas that assist in the determination of the level of inactivity amongst casual staff, ensuring there in no overstaffing
• Issue a stock count on key lines such as “ready to eat” products like polony and cheese on a daily basis
• Instruct security to check staff when they leave for a tea or lunch break
• Ensure that all trucks leaving the warehouse are sealed and documented
• Verify the seals on warehouse doors every morning, after nightshift

Standards / Compliance Adherence

• Verify the temperature for the entire warehouse by looking at the temperature worksheet
• Ensure frozen stock is kept not below minus 18 and chilled not below –1
• Check that staff understand and comply with the standards set by ISO 22 000 and HACCP
• Ensure goods are delivered in the appropriate condition and that there is no damage or discrepancy
• Certify that a new load always enters a clean and well-maintained vehicle, highlighting the significance of quality

Outbound Control

• Control the functions of outbound, ensuring the correct product are dispatched promptly out to the customer
• Ensure that all orders are leaving the warehouse correctly packed and damage free
• Ensure that all invoicing is completed accurately and make necessary corrections where required
• Facilitate the process of loading goods onto trucks and ensure they are sealed for transport to customers

Team Supervision

• Train staff on the Standard Operating Procedures that serve to guide their approach to work
• Implement the Standard Operating Procedures through consistent application and communication
• Ensure that staff understand the procedures and sign off the relevant documents
• Conduct monthly meetings with staff in order to ascertain problems encountered and resolve associated issues
• Manage staff performance in order to establish opportunities for development and harness strengths
• Measure staff performance on a soft point system that includes punctuality and wearing the required uniforms, among others
• Monitor staff using the hard point system that includes areas such as cash work; product shortages; handling of the track and accidents, among others
• Report the consolidated performance and measurements analysis on staff notice boards
• Deal with staff problems through one-on-one discussion striving to get to the root cause of problems
• Manage casual staff by induction them into the culture and clearly communicating rules to be followed

KPI's

• Optimisation of stock rotation and pallet spaces
• Optimisation of team resourcing
• Delivery on daily operational (inbound and outbound) targets
• Compliance with health and safety standards
• Number of security incidents
• Warehouse housekeeping standards
• Customer satisfaction and issue resolution 

Key Relationships

Internal:

• Broader operational and administration teams
• Audit team

External:

• Third party contractors
• Customers and principles 

Qualifications, Skills and Experience Required for the Job

Qualifications and Experience

• Relevant Logistics Diploma or Degree
• At least 3years of experience in a warehouse environment
• Valid Code EB Drivers’ license
• Valid Forklift driver’s license 

Skills and Competencies

Behaviour Standards:

• Be brilliant at the basics
• Face the brutal facts
• Smash the silos
• Lead with integrity, respect and energy
• Be curious and challenge change
• Take accountability for results and people

Knowledge

• Warehouse operations
• Warehouse based business processes and practices
• Warehouse methodologies and principles
• SHEQ compliance requirements
• Equipment maintenance principles and practices
• SAP

Skills

• Verbal and written communication
• Interpersonal
• Logical thinking
• Problem solving

Attributes:

• Initiative and assertive
• Able to work under pressure and priorities
• Proactive
• Attention to detail
• Deadline driven
• Systematic
• Results/Goal Orientated
• Accuracy
• Customer focus