Lighthouse Furniture Project
JOB DESCRIPTION
Post: Logistics Supervisor
Hours of work: 37.5 hours per week and Saturdays on a rota (not more than 1 in 3 on average)
Main Objective: The day to day operations in the warehouse and logistics. Organising stock, dispatch and receipt of all goods, ensuring items are appropriately labelled and displayed.
Supervise the receipt of all supplier deliveries.
Updating the company’s computer/stock systems as defined in company procedures.
Supervising staff and allocating tasks/duties to ensure the warehouse and logistics operation operates safely and smoothly.
Administrative functions to ensure that the company’s documentation is completed in line with company procedures and legal requirements.
Training of warehouse and logistics staff.
Responsible to: Branch Operational Manager
Main Duties:
1. Supervise all staff in the warehouse and logistics operation at Lighthouse Brentwood
2. Ensure the warehouse and any satellite warehouses (including the external loading area at rear of warehouse) is safe, organised, kept clean and clutter free at all times with particular emphasis of public areas
3. Sold items are to be removed from the sales areas as soon as feasible and replaced with items for sale
4. The sales areas are to be kept fully stocked with saleable items.
5. Items received are in good condition and cleaned if necessary.
6. Items received that are damaged must be repaired before being offered for sale and that the appropriate person is aware of items that need repair
7. Ensure that warehouse and logistics staff display furniture appropriately, that it is labelled, booked in as per company procedures, in good condition to display, that it complies with Trading Standards Regulations and Lighthouse policies.
8. Ensure that all items are priced in line with our current pricing policy, as soon as and ideally before items are put on display.
9. Ensure unsuccessful deliveries are dealt with appropriately and liaise as necessary with all parties ensuring the vehicle books and database is updated as necessary
10. Update item prices on the computer before items are displayed for sale.
11. Keep the computer systems stock information up to date
12. Maintaining accurate stock location information
13. Supervise van loading and unloading
14. Supervise van deliveries/collections ensuring that any problems (e.g. not being able to complete planned loads) is dealt with ASAP
15. Rotate drivers and mates ensuring that all mates have experiences of the working practices of all drivers. This should be done on a regular basis ensuring that more experienced mates go to the more difficult jobs and on quiet days less experienced mates are sent out for training.
16. Assist service users to load items when making collections ensuring that they have proof of purchase.
17. Keep drivers abreast of item shortages and gluts
18. Report shortages (of new items) for reordering
19. Train warehouse and logistics staff (or ensure training is provided) in all tasks required for them to perform their duties to Lighthouse required standards.
20. Ensure that all procedures/policies, as defined in any company’s user guides, policies, handbooks etc are adhered to by all staff operating in and from the warehouse under your control.
21. Review stock regularly, particularly prices, ensuring we do not have price-creep and prices are in line with our pricing policy. Where necessary contact other warehouses if you have shortages/excess stock and arrange transfers/purchases as necessary
22. Liaise with the sales/admin team when vans have spare capacity to enable jobs to be pulled forward
23. Ensure deliveries/collections are despatched ASAP, ensuring that vehicles are used as efficiently as is practicable in line with any company policy.
24. Prepare van sheets for following day (at 4 pm) and ensure they are checked for mistakes
25. Arrange for waste / scrap disposal
26. Ensure unsuccessful deliveries are dealt with appropriately in line with company procedures
27. Identify stagnant stock and deal with it as appropriate (move to different location, re-price or dispose of)
28. Monitor all aspects of the warehouse’s operation ensuring the Lighthouse`s policies and procedures are adhered to on a continuous basis ensuring risks are identified and corrective action is taken promptly.
29. Set the standard, direct, monitor and feedback on the performance of staff to individuals and to management.
30. Encourage and promote the positive welcoming Lighthouse teamwork model towards new staff and service users.
31. Manage end of life items and ensure they are disposed of in line with company policies and procedures
32. Ensure all staff (including yourself) comply with all company policies and procedures.
33. Co-operate with any monitoring and evaluation procedures laid down by Management.
34. Attend training courses as agreed with management to ensure knowledge is regularly updated e.g. Manual Handling.
35. Attending and participate in meetings as required.
36. Wear appropriate clothing (including PPE as appropriate) noting that you are an ambassador of Lighthouse (and/or partner project) dealing with the general public in their homes and at Lighthouse. This should be company uniform where issued.
37. Carry out any other duties as may be reasonably requested by management to further the aims and objectives of the Lighthouse Furniture Project.
Selection criteria
The following define the essential and desirable attributes in the ideal candidate.
Essential
1. Maturity of character (strength with sensitivity)
2. Ability to manage staff
3. Ability to work as part of a close interactive management team
4. Attention to completion of tasks and detail
5. Ability to communicate clearly
6. Telephone manor – polite, helpful, patience, clear speech
7. Full UK drivers licence (preferable clean and acceptable to our insurer as a driver of our company vehicles without restrictions)
8. Administration experience
9. Retail experience, ideally several years in a similar type organisation
10. Analytical skills, common sense, problems solving skills
Desirable
1. Min 3 years warehousing experience which includes some supervision of others
2. Lives locally
3. Experience of word processing, spread sheets, e-mail,
4. Management training to NVQ level 3 or greater or relevant experience
This job description is subject to amendments in the light of changes in the scheme’s work, priorities or requirements.
Individual Objectives of the
Warehouse Supervisor
Goods received general/ booking in
· All soft furnishing must have relevant fire labels otherwise they can’t be put up for sale and must be sent to landfill/scrapped.
· All electrical items must be individually numbered and placed in the ‘for testing’ area
· All soft furnishing must be clean(ish), free from stains, animal marks and tears
· All items received should be cleaned if necessary before they are put up for sale.
· All goods collected by company vans should be inspected for damage and if damaged it should be labelled and passed to the appropriate person for repair
· The computer system should have the status changed to “stock” for all goods received that are or will be saleable (and the drivers sheet marked ‘NDB’ in red)
· Enter item prices into the system as soon as possible after receipt
· Any item arriving that is not in a satisfactory state for resale should be immediately scrapped/landfill
Item Labelling
· All items of furniture must be labelled
· All electrical items must be individually labelled
· Bed bases should be kept with their mattresses when they match
· Bed bases that do not match the mattresses should be split and the mattress individually labelled
· All bed/mattress labels should be marked with the width using the following code
o KS – Kingsize
o IKS - Ikea Kingsize
o D - Double
o ID - Ikea Double
o S - Single (3’)
o 4 - 4’
o IS - Metric 900mm, Ikea Single
· Where items have several parts (i.e. bed bases, sofa and chairs) they should be marked as 1 of x etc
· Table labels should indicate the number of chairs that come with the table
· All labels should have the ‘x of x’ under the label completed
· The label rack at the back of unit 25 is to be kept fully stocked
· Items that are damaged must have the damage label attached with a description on the dammage
Van Deliveries & Collections
· Ensure that all items collected are numbered by the driver/mate in line with the above rules during the collection, not on return to the warehouse.
· Keep the office up to date when vans have spare capacity
· Issue numbers for additional items collected ensuring that they are attributed to the correct donor
· Any stock stored at remote locations should have its location amend on the system (and the board in the office updated)
· If a delivery can’t be fulfilled then liaise with the office to get it re-scheduled
· At 4 pm (approximately) prepare the van sheets for the following day, checking that the hand written sheet matches the computer produced ones i.e. total number of deliveries/collections and names correct)
Warehousing general
· Warehouse to be kept clean and tidy at all times
· Electrical items that have been tested (i.e. on the tested shelf) should be priced and placed on display asap
· Sold items should be moved to the sold area asap (unless to do so would leave the display area looking bare or the goods in/out area is congested)
· Display item in the warehouse in a way that customers can see and have access to them
· Any stock moved to/from remote locations should have its location updated on the computer system.
· Assemble/disassemble items of furniture as necessary
Pricing
· Price all items on receipt(in liaison with experienced sales staff), before they are put on display for sale
· If the price of an item is changed from the one it was originally given it should NOT be amended on the system
Stock Control
· Ensure that when display items are sold (for flat pack furniture) they are replaced with a new built one asap.
· When stock levels for new items are low make sure management is informed, particularly when several items go out in quick succession
· When customers collect items at the back door ensure they have the receipt and that it is marked as taken with the date.
H&S
· No goods should be stacked in a dangerous way. (as a general rule no items should be stacked more than 2 items high and definitely not more than 2mtrs high)
· A 1mtr gangway is to be maintained in both warehouses from the front to rear entrances
· Fire exits are to be kept clear, unlocked and open at all times when the warehouse is occupied
Computer system
· Item statuses on the computer system are as follows
o Stock – item for sale
o Stock Return – Item for sale that has at some point been previously sold and returned
o Cancelled – items that were due for collection but the customer cancelled collection
o Scrapped – item that has been received but not suitable for sale but can be recycled
o Landfill - item that has been received, is not suitable for sale and can’t be recycled
Stock Rotating
· Items which have been displayed for more than 2 weeks in a single location should be relocated if possible (in co-ordination with the sales supervisor)
Rubbish Removal
· Keep the rubbish areas at the rear of the warehouses tidy
· Keep the loading area at the rear of the warehouse clean, tidy and safe
· As soon as is possible arrange for rubbish to be moved to the rubbish garage.
Staff Rotation
· Drivers and mates should be regularly rotated so that all mates and drivers have experience of each other
o Drivers with light loads should have the less experienced mates assigned so they can be trained
· Drivers should be rotated on Van 3 on a regular basis.
Route Planning
· Monitor routes planned by the drivers to ensure optimum route/load planning. This is particularly relevant with distance routes trying to avoid having to come back to Brentwood mid day.
Volunteers/Staff
· Supervise volunteers and warehouse staff to complete tasks in the warehouse
· Monitor lunch/tea breaks as discussed – particularly with regard to people not on breaks stopping to have a chat with those on breaks and then taking their breaks
· Ensuring staff take their breaks – particularly relevant to ensure staff take their rest periods and they take them at appropriate times
m:\staff\jds\201707 logistics supervisor jd.docx / 29/06/17