Warehouse Manager at Aspen Pharma Group

Overview

The role of a Warehouse Manager is a pivotal position responsible for orchestrating and optimizing the entire warehouse ecosystem. At its core, the job purpose is to ensure the seamless and efficient functioning of warehouse operations, meeting the needs and expectations of various stakeholders. This multifaceted role involves strategic planning, where the Warehouse Manager collaborates with key stakeholders to develop objectives and processes that align with the overall organizational goals. From overseeing teams to managing infrastructure and systems, the Warehouse Manager acts as the linchpin in driving the warehouse towards operational excellence.

Central to the Warehouse Manager's mission is compliance and quality assurance. This involves maintaining a safe work environment, ensuring accurate inventory control, managing product shelf-life, and adhering to industry standards such as Good Manufacturing Practices (GMP) and Good Distribution Practices (GDP). The Warehouse Manager plays a critical role in fostering a culture of continuous improvement, not only in operational processes but also in the development and growth of the warehouse team.

Another key aspect of the job purpose revolves around effective team leadership. The Warehouse Manager follows Human Capital procedures to manage staffing, schedules, and performance metrics. This includes utilizing performance management tools, providing guidance, and monitoring the daily activities of the warehouse staff. Moreover, the Warehouse Manager actively contributes to the financial aspect of warehouse operations by participating in budget development and overseeing projects that align with the warehouse's strategic objectives.

In essence, the Warehouse Manager serves as the chief architect of the warehouse's success story, navigating through diverse responsibilities to ensure operational efficiency, compliance, team development, and strategic alignment with organizational objectives. The ultimate goal is to create a high-performance warehouse that not only meets but exceeds the evolving needs of stakeholders.

Responsibilities

Align the Warehouse to Aspen’s strategy

• Collaborate with executive leadership to develop long-term warehouse strategies aligned with organizational objectives
• Develop processes and communications for the business indicating each stakeholder’s requirements and expectations (SLA’s where required)
• Continuously evaluate and refine warehouse processes and systems to enhance efficiency and effectiveness
• Maintain a safe and healthy work environment by establishing, following, and enforcing standards and procedures and complying with legal regulations (GMP/ GWP aligned standards)
• Ensure staff execute processes and procedures compliance as prescribed by the company. Inspect and ensure completed documentation for accuracy and completeness

Manage Warehouse staff and drive shift performance against key metrics, focussing on SHE, QSMR, Finance, Governance, Customer service

• Implement and oversee safety protocols across all shifts and conduct regular safety training sessions for the warehouse team
• Manage expired stock in all warehouses – identify stock and ensure all measures in place to minimise write-offs, ensure approval for write off
• Monitor key SHE and QSMR metrics, such as incident rates and compliance with safety and GMP procedures
• Ensure adherence to quality standards by implementing quality checks in product handling processes
• Optimize workflows to achieve service excellence, focusing on on-time deliveries and maintaining optimal stock levels
• Actively contribute to the financial health of the warehouse by aligning operations with budgetary goals and identifying cost-saving opportunities
• Oversee compliance with company policies, industry regulations, and legal requirements to ensure effective governance
• Ensure compliance and audit readiness in all warehouses
• Do audit responses post audits
• Proactively address customer inquiries or concerns to maintain a positive customer experience
• Empower subordinates through training, information sharing, coaching, feedback, appraisals, and delegation, to ensure the development of people, teams, and organisational capabilities
• Develop and communicate clear performance metrics aligned with organizational goals for each shift
• Set productivity targets, accuracy benchmarks, and safety standards
• Utilize performance management tools to track and evaluate team performance
• Make real-time adjustments to staffing levels, resource allocation, and operational strategies based on performance data

Manage Warehouse teams in respect of infrastructure, systems, reporting and analytics platforms to ensure efficiencies and optimisation for effective service delivery

• Oversee the maintenance and optimization of warehouse infrastructure to ensure seamless operations
• Implement strategies for space utilization, layout efficiency, and equipment functionality
• Address and resolve any infrastructure-related issues to minimize disruptions
• Manage and optimize warehouse management systems (WMS) for efficient order processing
• Regularly assess and update technology tools to keep pace with industry advancements
• Ensure integration and compatibility of systems for streamlined workflows
• Implement and manage reporting and analytics platforms for real-time visibility into warehouse performance
• Develop key performance indicators (KPIs) and metrics for monitoring team and warehouse efficiency
• Utilize analytics tools to identify trends, bottlenecks, and areas for improvement
• Provide training to teams on reporting tools for enhanced data-driven decision-making
• Strategize and implement processes to enhance overall operational efficiency
• Utilize analytics data to identify opportunities for optimization and cost reduction
• Align infrastructure, systems, and analytics with the goal of ensuring effective service delivery
• Foster a culture of efficiency and optimization among warehouse teams 

Manage Warehouse teams with a focus on Inventory Accuracy, Stock Management, and Production Efficiency

• Implement stringent processes to ensure precise tracking of inventory levels
• Regularly conduct cycle counts and audits to validate physical inventory against system records
• Investigate and rectify discrepancies promptly to maintain high levels of accuracy
• Collaborate with teams to develop and adhere to best practices for inventory control
• Develop and execute stock management strategies to optimize space utilization
• Implement ABC analysis to prioritize stock items based on importance and turnover
• Ensure proper storage conditions, such as temperature and humidity, for different types of stock
• Implement just-in-time inventory practices to minimize holding costs and improve cash flow
• Collaborate with production teams to understand their requirements and align warehouse operations accordingly
• Develop efficient workflows and communication channels between warehouse and production units
• Implement lean manufacturing principles to reduce waste and enhance overall production efficiency
• Utilize real-time analytics to identify and address bottlenecks in production processes
• Encourage feedback from team members to identify areas for enhancement in inventory accuracy and stock management
• Implement technology-driven solutions, such as RFID or barcode systems, to enhance inventory tracking and reduce errors

Requirements

Skills Required

Background/experience

• Bachelor's degree in Logistics or similar degree
• SAPICS Basics of Stores and Stock control Programme
• 7 – 15 years’ experience in warehousing and logistics
• Proven experience in a leadership role with oversight of multiple staff

Specific job skills

• Proven leadership
• Attention to Detail and Organizational skill
• Warehouse Operations Expertise
• Strong Industrial Relations knowledge
• Compliance and Quality Assurance
• Reporting metrics development and analytics
• Strong problem-solving techniques
• Risk Management
• Flexible and Adaptive to change.
• Influencing and conflict resolution skills
• Customer Services and interpersonal relationship skills
• Technology Proficiency
• Project management
• Good, solid Presentation skills

Skills and attributes

• SAP EWM and IM proficiency
• A sound knowledge of relevant quality working standards & safe working procedures as well as the requirements of the Health and Safety legislation (OHS Act/ISO standards), also including GWP and / GMP, GDP and safe work practices
• Proficient in Microsoft Office suite (incl. excel), warehouse management systems, and database systems
• Must communicate effectively (written and verbal) to manage and meet both internal and external customer expectations
• Effective Root Cause Analysis, problem solving and driving Corrective and Preventative measures

Competencies

• Performance driven
• Create the future
• Accountability / Ownership
• Develop talent, teamwork
• Communicates effectively
• Lead and influence others
• Continuously grow and develop
• Contribute special expertise
• Take action with integrity