External Manager

Roles and responsibilities

1. Logistics and Coordination

• External Communication: Serve as the main point of contact between the warehouse and external parties, including suppliers, vendors, and transport companies.
• Supply Chain Coordination: Coordinate with suppliers to ensure timely delivery of goods and manage any discrepancies in orders or shipments.
• Shipment Tracking: Oversee the tracking of inbound and outbound shipments, ensuring timely arrivals and departures of products, and resolving any transportation delays or issues.
• Delivery Management: Ensure that deliveries to customers, stores, or other locations are completed efficiently and accurately.

2. Documentation and Compliance

• Document Management: Prepare and maintain accurate documentation related to shipments, inventory, and receipts for external transactions (e.g., shipping invoices, delivery receipts, etc.).
• Compliance Monitoring: Ensure all shipments and operations comply with legal, regulatory, and company standards, including health and safety regulations.
• Customs & Import-Export: Coordinate with customs authorities for any imports or exports, ensuring the correct documentation and procedures are followed.

3. Supplier and Vendor Relationship Management

• Supplier Liaison: Build and maintain strong relationships with suppliers, addressing issues such as delays, product quality concerns, and order fulfillment.
• Negotiation: Assist in negotiating delivery schedules, costs, and terms with external vendors and transport companies.
• Order Follow-up: Monitor the status of orders with suppliers and provide updates to internal teams regarding order statuses and any issues.

4. Inventory Management

• Inventory Coordination: Work with internal teams to ensure that all goods received from external suppliers are accurately recorded in the warehouse inventory system.
• Stock Replenishment: Coordinate stock replenishment based on demand forecasts and ensure efficient storage of incoming goods.

5. Customer Service

• Issue Resolution: Handle external customer complaints and resolve any logistical or delivery-related issues promptly and professionally.
• Order Fulfillment: Ensure customer orders are accurately processed and dispatched from the warehouse according to customer needs and timelines.

6. Warehouse Management Support

• External Warehouse Visits: Regularly visit external vendors’ facilities or distribution centers to ensure proper handling of goods and that all shipments align with company standards.
• Stock Audits: Assist in coordinating external audits of stock movements and inventory checks to ensure accurate reporting and prevent discrepancies.
• Operational Support: Assist the warehouse team with the smooth integration of external operations, including troubleshooting any disruptions in the supply chain process.

7. Safety and Risk Management

• External Risk Assessment: Assess external risk factors related to logistics, such as transportation safety, delivery delays, and damage during transit, and propose mitigation measures.
• Safety Compliance: Ensure that external parties, including suppliers and delivery drivers, comply with safety and security protocols during the transportation and delivery of goods.

Desired candidate profile

1. Educational Background

• Qualifications: A minimum of a high school diploma is required. A degree in Logistics, Supply Chain Management, Business Administration, or a related field is preferred.
• Certifications: Any certifications in supply chain management, logistics, inventory management, or safety (e.g., APICS, IATA, or similar) would be beneficial.

2. Experience

• Work Experience: 2-3 years of experience in logistics, warehouse management, or a related field, with a proven track record of dealing with external suppliers, customers, or transport companies.
• Industry Experience: Previous experience in retail, home furnishing, or warehouse operations is highly desirable.
• Vendor and Supplier Coordination: Experience working with vendors, suppliers, and third-party logistics companies is essential, with a focus on managing external relationships effectively.

3. Key Skills and Competencies

• Logistics and Supply Chain Knowledge: Solid understanding of logistics operations, shipment tracking, and inventory management.
• Communication Skills: Strong verbal and written communication skills to effectively interact with external parties, including suppliers, transport companies, and customers.
• Vendor Management: Ability to manage supplier relationships, ensuring that deliveries and orders are on time and meet company standards.
• Problem-Solving: Strong analytical and problem-solving skills to address and resolve any issues related to shipments, deliveries, or external coordination.
• Organizational Skills: Exceptional attention to detail, time management, and the ability to manage multiple tasks simultaneously.
• Technology Proficiency: Proficient in using warehouse management software, logistics platforms, and Microsoft Office Suite. Knowledge of ERP systems is a plus.
• Inventory Management: Experience in coordinating inventory control, ensuring that shipments are correctly recorded and accurately reflect stock levels.
• Customer Service Orientation: Ability to address customer concerns and handle issues related to delivery or shipment with professionalism and efficiency.

4. Personal Attributes

• Proactive and Resourceful: Must be proactive in identifying potential issues before they arise and finding effective solutions. Resourcefulness in managing unexpected challenges in external operations.
• Relationship Builder: Ability to build and maintain strong relationships with external vendors, transport companies, and other stakeholders.
• Adaptability: Flexibility to work in a fast-paced environment, adapting to changing logistics needs and external requirements.
• Attention to Detail: High attention to detail, particularly when handling documentation, inventory records, and tracking shipments.
• Team Player: Strong collaboration skills, working well within internal teams and with external partners to ensure smooth operations.
• Ethical and Professional: Maintain high standards of professionalism, integrity, and ethics in all external interactions.