Inbound Manager

JOB SUMMARY:
The Inbound Manager oversees efficient processes for receiving operations, assessing current practices, developing new methods, and managing inventory receipt. They review purchase orders, adjust team size based on workload, prioritize deliveries, and communicate capacity constraints. Collaborating with external partners, they ensure smooth operations within the Distribution Center. Monitoring performance using KPIs and maintaining accurate department documentation are key responsibilities. Additionally, the Inbound Manager plays a critical role in assessing the quality, accuracy, and damage of received goods, promptly documenting and reporting any issues. Compliance with quarantine procedures, especially those requested by external or internal partners and regulatory bodies like the FDA, is a top priority. They focus on efficiency improvement, proactive planning, proposing innovative processes, and actively seeking feedback to enhance customer service and departmental operations.
JOB RESPONSIBILITIES:

• Personnel and Department Management
  • Ensure daily, weekly, and monthly expectations are clearly defined for both the Supervisor and Operatives.
  • Meet weekly (minimum; or as needed) with Transportation Department and or SCP and/or S&OP planning teams to have clear visibility of inbounds.
  • Meet with Facility Manager and/or Facility Supervisor to have visibility of Supplies deliveries.
  • Determine the seasonal, monthly, weekly and daily deliveries schedule.
  • Ensure drivers and on foot Operatives are properly trained, and the team exhibits adherence to receiving and put away processes, safety, security and housekeeping protocols.
  • Assess how team members performance is currently measured and develop new strategies to measure performance, determine productivity standards per role and accountability.
  • Partner with all Distribution Center Operations managers on Cross train personnel.
  • Ensure any process executed in the Receiving Department is documented in SOP format and maintain the SOPs going forward.
  • Coach department through dedicated weekly meetings and in-the-moment feedback.
• Safety, Security and Housekeeping
  • Enforce safety policies and procedures through monitoring of employees’ execution and direct feedback to the supervisor.
  • Understand building security procedures and assist in opening and closing duties as needed.
  • Partner with Facility manager to ensure equipment is properly maintained,
  • Monitor traffic flow, emergency preparedness, and personal protective gear usage.
  • Ensure the department meets the NADC cleanliness and organization standards.
• Inbound Processing execution
  • Assess current status of Inbound processes, keeping the good practices and developing any new efficient processes to cope with a fast pace receiving operation.
  • Physically manage the receipt of inventory from all incoming materials within the warehouse.
  • Manage receiving staging space for unloading operation and mixed pallets sorting.
  • Review purchase orders to match items received and identify any discrepancies. Report receiving discrepancies in a timely manner.
  • Understand the business seasonality and plan for the correct team size needed to receive the expected workload in the daily basis.
  • Review daily workload with key members of the team to ensure labor is effectively managed.
  • Ensure deliveries are processed in a timely manner following business priorities presented by external key partners.
  • Execute to any requests to expedite specific receipts and communicate receiving capacity constraints in a timely manner.
  • Work with external key partners to decide what receiving can be postponed and which ones need to be prioritized.
  • Clearly communicate to Key Internal Partners any situation that is preventing the regular flow of the operations and will affect the Distribution Center objectives.
  • Partner with Production manager if the orders to be fulfilled require VAS and both departments need to align on the synchrony of the execution.
• KPI and Reporting
  • Assess how Distribution Center receiving department is currently Monitored, keeping the good practices and develop any new ways to monitor the Department and Individual Performance.
  • Track the productivity of the team using KPIs to determine opportunities and potential changes in processes.
  • Ensure the department documentation (hard copies and electronic) are correctly filed for easy retrieval.
• Quality Assurance, Accuracy and damage Prevention.
  • Assess current status of receiving inspection processes to ensure the quality, accuracy and damage received are properly managed, documented and reported in a timely manner.
  • Comply with receiving quarantine processes requested by External or Internal Partners the FDA or any other official organization.
  • Ensure receiving processes are accurate while sorting mixed pallets.
  • Ensure put away processes are executed accurately avoiding internal handling damages.
  • Address any receiving discrepancies promptly to prevent inventory errors.
• Efficiency Improvement:
  • Encourage a proactive approach to planning challenges.
  • See problems as an opportunity to improve the processes.
  • Propose new processes and ideas to improve the customer service experience.
  • Seek feedback from stakeholders to enhance department processes.
• Supplies Management
  • Partner with Facility Management department to understand the put away areas for supplies.
  • Provide the receiving department Supplies needs to the Facility Manager on a timely manner.
  • Cover the supply order request if the Facility Manager is not available.
• New Brands Onboarding
  • As new brands are joining the operation, create an onboarding plan to integrate them into current operations.
  • Understand the business requirements and propose actions plans to meet them.
  • Ensure communication of the onboarding plan is clear to all team members from top to bottom of the organization.
• Effective Communication:
  • Maintain open lines of communication with key Internal and external partners.
  • Schedule meetings that require stakeholders’ attention, send email meeting recap, follow up the actions that need to be taken.
  • Reply emails and communications in a timely manner.
  • Regularly touch base with the team and with customers to inquire about any changes to routing guides, carrier pricing, or negotiation.
  • Share your concerns and stay informed and keep the team informed.
  • Communicate clearly, concisely, and respectfully by adapting your tone, staying on topic, and actively listening to others.
  • Open to respond to Job Related texts or calls off the schedule Operation Schedule.
• Customer Service Mind set:

• Actively listen to the stakeholders in your ecosystem to understand their unique needs and challenges. Work on anticipating stakeholder requirements and exceed their expectations.
• Take ownership of stakeholder issues, ensuring follow-through creating accountability if the promised commitments were not delivered.
• Create the culture of: “Learning from mistakes and adapting improves the team service.”
• Understand that Service mentality is not just the end customer but everyone in the organization.
• Provide support to the DC Operation when necessary.
• Any other responsibility can be added to this role as per management discretion.

KEY PERFORMANCE INDICATORS:

• Inbound Scheduling Efficiency
  • Justification: An organized receiving schedule ensures timely processing of incoming goods, prevents bottlenecks, and maintains smooth operations.
  • Specific Measurement: Calculate the receiving efficiency using the following formula:
    • Receiving Efficiency = Volume of Inventory Received / No. of Working Hours
• Receiving Process Efficiency
  • Justification: Efficient order processing is crucial for timely inventory receipt and smooth operations. It directly impacts customer satisfaction and overall productivity.
  • Specific Measurement: Calculate the average time taken from order placement to inventory receipt. Aim for a reduction in this time over specific periods (e.g., monthly or quarterly).
• Goods Quality Assessment Rate
  • Justification: Ensuring the quality of received goods is essential to prevent defects, reduce returns, and maintain customer satisfaction.
  • Specific Measurement: Calculate the percentage of goods assessed for quality upon receipt. Aim for a high assessment rate (e.g., 95% or above).
• Receiving Accuracy
  • Justification: Accurate receiving impacts DC inventory level.
  • Specific Measurement: Regularly audit receiving records and put aways and compare it with inventory records. Aim for a high accuracy rate (e.g., 98% or above).

REQUIREMENTS:
EDUCATION:
Bachelor’s Degree
EXPERIENCE:

• 5+ years’ experience working in Logistics Fulfillment Operations/Manufacturing/Assembly Line

SKILLS:

• Microsoft Suite – Advanced Proficiency
• Language: English. Bilingual (English/Spanish) preferred.
• Able to multi-task on many high-level topics at once.
• Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Speaking — Talking to others to convey information effectively.
• Coordination — Adjusting actions in relation to others' actions.
• Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Management of Personnel Resources — Motivating, developing, and directing people as they work, identifying the best people for the job.
• Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
• Time Management — Managing one's own time and the time of others.
• Able to work with others for a common goal.
• Able to work independently and follow detailed directions.
• Adhere to all safety procedures in the performance of job duties.
• Good communication, organizational, time management, and mathematical skills.
• Able to use internal email system to communicate across multiple levels.
• Dependable and reliable.
• Identify information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
• Able to think critically and make suggestions for continual improvements.

PHYSICAL & TRAVEL REQUIREMENTS:

• Offer flexibility to work or answering communications in extended hours, weekends or night shift based on business needs.
• Weekend or holiday hours can be added at discretion of Management.
• Able to work in a fast paced and under time pressure environment.
• Warehouse environment with seasonal temperature variations.
• Physical activity includes regular standing, pushing carts, reaching, stooping, bending, kneeling, crouching, and climbing stairs and ladders.
• Extensive walking or standing up the whole shift.
• Extensive sitting in front of a computer for long periods of time.
• Ability to lift and/or maneuver up to 50 lbs.
• Specific vision abilities required for this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust and focus.
• Manual Dexterity — The ability to quickly move your hand, your hand together with your arm, or your two hands to grasp, manipulate, assemble, or wrap objects.
• L’Occitane Distribution Center Management could request 24 hours in advance an early start or late closing based on workload.

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