Warehouse Supervisor
DEPARTMENT Warehouse
REPORTS DIRECTLY TO VIC Warehouse and Distribution Manager
NUMBER OF REPORTING RELATIONSHIPS 1
EMPLOYING ENTITY Capital Transport and Logistics Group Pty Ltd
AUTHORITY TO ACT
This position must act within written group policies, procedures and operations manuals. All decisions outside these parameters must be approved by your direct manager.
NUMBER OF STAFF REPORTING DIRECTLY TO THIS POSITION 2 – 6 (depending on operational requirements at the time)
CRITICAL RELATIONSHIPS (INTERNAL)
- National Warehouse and Distribution Manager
- Capital Logistics Warehouse Supervisor
- Capital Logistics Warehouse Team Leader
- Capital Logistics Warehouse Team
- Capital Transport Operations Staff
- Administration Team
- Capital Group Sales & Account Management Team
- National Human Resources Department
- National Work Health and Safety Department
CRITICAL RELATIONSHIPS (EXTERNAL)
- Existing clients
- Existing sub-contractors
- Outside hire suppliers
- Casual labour hire
- Transport provider
Position Summary
As Warehouse Supervisor, you will report directly to the Capital Logistics Warehouse Manager. It is your responsibility to ensure that client stock is received and stored in the warehouse, abiding by Capital Logistics policies. You must also ensure all orders, stock relocations and general management of daily operational tasks are being completed accurately, safely and by agreed timeframes.
You will be responsible for ensuring that all warehouse employees and casual labour staff are comprehensively trained during their induction so that they have the skills required to perform their roles proficiently, and without risk to the health and safety of themselves and others. As such, you must provide leadership, support and guidance to the Warehouse Department staff under their supervision as well as any casual labour staff working onsite.
1. Key Responsibilities
- Assist the VIC Warehouse and Distribution Manager in effectively managing the human resources of the Warehouse by:
- Identifying, attracting, inducting, training, managing and motivating employees (and labour hire) to deliver a high-quality service to our clients and their customers;
- Ensuring that all conversations relating to an employee’s performance or conduct, and any instances of poor performance or conduct are documented in writing. Documentation must include the date of the conversation, what was discussed, the employee’s response and what is required for compliance moving forward;
- Assisting with the annual Staff Performance Review process for all direct reports
- Maintaining up-to-date file notes in the employee’s file and providing verbal warnings, written warning letters and/or termination letter to the employee where required;
- Ensuring that all Department employees are complying with all Company Policies at all times;
- Consulting with your Manager the HR Department where required in relation, but not limited, to:
- Workplace health and safety matters;
- Workplace and industrial relations matters;
- Performance management;
- Refresher and developmental training; and
- Any formal complains raised by employees
- Manage and co-ordinate, in conjunction with the Warehouse Administrator and Warehouse Manager, the use of casual labour staff as required, ensuring cost efficiencies, whilst maintaining adequate resources
- Ensure that all systems and platforms that are used by the Warehouse Department are operating accurately. You must lodge tickets with the IT Department, or respective software vendor, where there are deficiencies or errors.
- Ensure the warehouse staff have a comprehensive understanding of, and perform their roles in accordance with all safety policies including, but not limited to:
- Manual Handling;
- Load Restraint;
- Chain of Responsibility;
- Speed Management
- Mass and Dimensions;
- Fatigue Management;
- Vehicle Standards; and
- Dangerous Goods.
- Ensure the staff that operating MHE (such as a forklift) have the appropriate license and training.
- Identify and report on any and all incidents, accidents or near misses to the Warehouse Manager immediately
- Conduct regular team meetings ensuring meeting minutes are recorded.
- Attend and participate in all one-on-one meetings with the Warehouse Manager
- Effectively communicate with colleagues and sub-contractors
- Advocate constructive and collaborative co-operation of Departments
- Ensure that your written and verbal communication with clients, colleagues and sub-contractors is always professional and courteous at all times
- Perform any reasonable tasks requested by your Manager
- Notify your Manager if you require additional training as soon as practicable
- Ensure you use work time and resources for work activities, through limiting personal phone calls, internet browsing and mobile phone usage
- Cooperate with the Capital Group in relation to activities undertaken to comply with WH&S and National Heavy Vehicle legislation;
- Undertake all relevant training to carry out your responsibilities in line with CG’s policies and procedures and legislative requirements;
- Ensure that any potential or actual breaches of CG policies and procedures are reported immediately to your Manager;
- Take reasonable care for their own health and safety and the health and safety of other people who may be affected by their conduct in the workplace;
- Tickets/Clients requests are to be responded to in a timely manner as directed by the Warehouse and Distribution manager or in line with Capital Group Expectations
Not wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare.
1.1 TASKS
- Actively monitor day to day warehouse operations are being performed in line with safety practices, Company policy and legislative requirements. You must escalate unsafe practices to your Manager without delay
- Ensure that each warehouse is able to function within their prescribed operational hours, which may change from time to time
- When receiving goods you must ensure:
- All goods are unloaded from the vehicle in a safe manner;
- All stock is received into the warehouse abiding by group policies, procedures and client specific requirements, checking goods against the relevant paperwork and only signing sub-contractor paperwork and PDA’s on confirmation that the goods match the order;
- You check that all received goods are not damaged. You must document any anomalies, defects or damage and consult with the client prior to signing the delivery manifest;
- Under no circumstances are you to accept any goods from a client that are damaged at the handover process. “Damage” includes packaging that has any signs of wear and tear, poor unit load device quality (i.e. damaged pallet), damage generally, or appears to have been repaired. Refer to the Packaging Standard document that is provided for detailed specifications; and
- All inward goods must be recorded (via manual documentation, or electronically) and handed to the Warehouse Administrator for processing within 24 hours of receiving.
- You must review all deliveries you sign for against the delivery manifest and report any deliveries not received in full to the client
- Ensure that all operational requirements are understood and acknowledged by the warehouse team by 10am daily and that you liaise with the Warehouse Administrator and/or Warehouse Manager to determine warehouse capacity.
- When dispatching goods you must ensure:
- Any chargeable components are recorded and supplied to the Warehouse Administrator to process, which may be done electronically;
- The goods despatched from the warehouse are accurately picked, audited for accuracy (with respect to item count, dimensions and weight) and signs of damage (including the packaging itself) and are waiting in the despatch area for pick-up. All outgoing goods must comply with our Packaging Standards, and be audited by another warehouse staff member before being despatched for quality control and accuracy purposes; and
- Complete all the required paperwork for outwards goods and ensure that you attach paperwork to outwards goods where that is a requirement.
- Ensure all drivers adhere to the Capital Logistics Traffic Management Plan when on site. They must liaise with Management in peak site congestion to obtain instruction or assistance
- Assist the Warehouse Manager in conducting monthly audits against the Warehouse Management System (“WMS”) reports to ensure accurate stock levels.
- You must use your best endeavours to ensure that loss or damage of client’s goods is minimised as far as possible, and that loss or damage as a result of acts of omissions of negligence do not occur. Where you are made aware of loss or damage, you must report it to your Manager and the Warehouse Administrator without delay. Where goods are lost or damaged you must complete a damaged/lost goods incident report and ensure the appropriate protocols are put in place to prevent the same problem from occurring again.
- Ensure a safe working environment within the warehouses by:
- Performing daily checks of all Materials Handling Equipment (MHE), utilising the company provided checklists. You must escalate any defects to MHE to your manager without delay, ensuring that the equipment is not used by any persons if it is not fit for purpose;
- Ensuring the warehouse premises is maintained and tidy at all times by assessing the site on a daily basis to ensure there are no hazards and/or safety concerns. When conducting these daily inspections, you must ensure the entire Warehouse premises, including the despatch area, are clean and tidy with no obstructions in the aisles (other than stock which is in the process of being put away on a daily basis) or exits. Where you identify a risk, you must use your best endeavours to identify and implement suitable control measures prior to escalating the issue to your Manager;
- Ensuring all appropriate PPE is worn by employees, sub-contractors, labour hire personnel and visitors entering the despatch area;
- Ensuring the forklift operating area is kept clear and instructing all people to wait in the Driver Exclusion Zone whilst the forklift is operating; and
- Escalating all incidents and near misses to the relevant stakeholders including but not limited to your Manager and the National Work Health and Safety Manager as they occur and assisting with the investigation where required.
- Ensure all security measures are followed by making sure that the Warehouse facilities are secure and alarmed as required.
- You must ensure maintenance audits are performed on all forklifts and other materials handling equipment to ensure they are fit for purpose. This includes but is not limited to ensuring the water level of the reach forklift is topped up according to the manufacturer’s recommendations. You must escalate any safety concerns or serving requirements to your Manager without delay.
- Ensure all rechargeable equipment is placed on overnight charge ready for use the following day.
- Monitor packaging materials informing the Warehouse Administrator when stock is low and needs to be reordered.
- Communicate specific packing requirements on picking slips, as required to ensure they are despatched in line with safety and client requirements.
- Consult with the Warehouse Manager on any potential alterations to the racking system as required to maximise storage space according to prevailing stock configurations
- Ensure all racking locations have a scannable barcode label
- Conduct monthly racking inspections and escalate defects or queries to your Manager
- Report any defects or damage to warehouse racking or stored products to your Manager as they occur
- Maintain the WMS at a minimum of 99% accuracy.
- Adhere to procedures for receiving and despatching stock and put forward innovative processes for consideration to Management for continuous improvement. You must also ensure that all warehouse staff adhere to stock receipt and despatch procedures
- Conduct monthly audits of customer stock against WMS reports to ensure accurate stock levels. Ensure all clients are being reviewed at least twice per financial year
- Ensure all picking quantity discrepancies are immediately reported to the Warehouse Administrator for investigation
- Manage specific projects assigned by the Warehouse Manager, ensuring that they are completed within the agreed timeframes
2. Occupational Health and Safety (OH&S) Responsibilities
All staff are responsible for the following safe work procedures and instructions:
2.1 EMPLOYEES MUST
- Cooperate with the Capital Group in relation to activities taken by the group to comply with OH&S legislation.
- Comply with the OH&S policy
- Adopt work practices that support OH&S programs
- Take reasonable care for their own health and safety and the health and safety of other people who may be affected by their conduct in the workplace
- Ensure that any hazardous conditions, near misses and injuries are reported immediately to their Manager
- Participate in meetings, training and other environment, health and safety activities as directed by their Manager
- Not wilfully place at risk the health or safety of any person in the workplace
- Not wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare
2.2 SUPERVISORS ARE RESPONSIBLE FOR:
- Developing new work procedures, as required, in conjunction with relevant persons
- Providing all staff with relevant OH&S information in an appropriate manner
- Providing personal protective equipment and clothing if hazards cannot be fully eliminated
- Providing adequate supervision through technical guidance and support
- Identifying and controlling hazardous conditions
- Providing appropriate facilities for safe storage, handling and transport of hazardous substances
- Ensuring that all accidents and incidents are reported
2.3 MANAGERS AND SECTION HEADS ARE RESPONSIBLE FOR:
- Maintaining compliance with all OH&S policies and procedures by regular performance review
- Conducting regular inspections to identify risk/aspects, implementing corrective action and arranging monitoring where required
- Ensuring that all staff, including sub-contractors under local control, are appropriately inducted
- Providing relevant OH&S information and ensuring appropriate training;
- Identifying health monitoring needs, in consultation with the Occupational Rehabilitation specialists
- Maintaining appropriate records
- Investigating all reported incidents and reporting to department heads all action taken to prevent a similar occurrence
At the Capital Group we recognise our people are the driving force of our success, therefore our process of selection, induction and personal development is our prime focus.
