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Job Description:
Position Overview
We are looking for a highly organized, proactive, and process-driven Operation Specialist to lead procurement, inventory control, warehouse coordination, vendor management, compliance, and operational support functions across the organization.
This role is critical in ensuring uninterrupted supply and availability of packaging materials, operational inventory, calibrated equipment, warehouse consumables, and facility-related services while maintaining compliance with quality standards, audit requirements, and operational timelines.
The candidate will manage end-to-end procurement and inventory lifecycle activities including vendor qualification, inventory planning, warehouse coordination, calibration management, import/export coordination, CAPA handling, lease coordination, office administration, and audit support.
The role will directly supervise 6 Warehouse Coordinators and act as a key interface between Operations, Quality, Finance, Clients, Vendors, Service Providers, and Management.
Key Responsibilities
- Lead procurement activities for packaging materials, warehouse consumables, office equipment, operational inventory, and facility-related requirements.
- Coordinate with Operations and Planning teams to forecast packaging and inventory demand.
- Manage vendor sourcing, commercial negotiations, vendor onboarding, and vendor qualification activities.
- Manage Annual Maintenance Contracts (AMC) for office equipment, warehouse systems, cold room equipment, and infrastructure.
- Oversee inventory planning, receiving, storage, reconciliation and stock movement.
- Ensure inventory accuracy and maintain optimal stock levels to avoid operational disruptions.
- Supervise and guide 6 Warehouse Coordinators for daily warehouse operations.
- Monitor inventory discarding, disposal, recalibration, and replacement activities as per company procedures.
- Coordinate calibration activities for warehouse equipment, monitoring devices, and cold room systems.
- Manage shipment of inventory/equipment outside India for calibration and coordinate re-import activities.
- Maintain calibration schedules, records, certificates, and compliance documentation.
- Support Internal Audits, Client Audits, Vendor Audits, and Quality inspections.
- Handle audit observations and coordinate CAPA closure activities within timelines.
- Manage CAPA related to packaging, inventory discrepancies, calibration deviations, and operational issues.
- Coordinate import/export documentation and logistics with freight forwarders and customs agents.
- Manage warehouse maintenance activities and infrastructure-related coordination.
- Coordinate office and warehouse lease agreements, renewals, and landlord communications.
- Oversee day-to-day office administration and facility management activities.
- Coordinate office infrastructure requirements including furniture, office equipment, pantry supplies, utilities, and workspace arrangements.
- Manage housekeeping, pest control, security, repairs, and administrative vendor coordination.
- Drive cost-saving initiatives across procurement, warehouse operations, inventory management, calibration activities, and office administration.
- Identify opportunities for process optimization, vendor consolidation, and operational efficiency improvements.
- Negotiate competitive pricing and service agreements while maintaining quality and compliance standards.
- Monitor inventory utilization trends and implement measures to minimize wastage and excess stock.
- Develop reports and tracking mechanisms for procurement savings and operational improvements.
- Monitor inventory stored at external warehouse locations and ensure proper traceability, documentation, and stock accountability.
- Conduct periodic reviews and audits of external warehouse operations to ensure adherence to company procedures and client requirements.
Required Qualifications
- Bachelor’s degree in supply chain management, Logistics, Procurement, Operations, Business Administration, or related field.
- 5–10 years of relevant experience in procurement, warehouse operations, inventory management, or supply chain functions.
- Experience in regulated environments such as healthcare, pharmaceutical, life sciences, cold chain logistics, or compliance-driven operations preferred.
- Strong understanding of inventory control systems, vendor management, audit handling, and compliance processes.
- Experience handling CAPA, calibration coordination, and import/export activities preferred.
- Strong leadership, negotiation, coordination, and analytical skills.
Reporting Structure
- Direct Reports: 6 Warehouse Coordinators
Preferred Candidate Profile
- Strong ownership mindset with ability to manage multiple operational priorities.
- Detail-oriented with excellent documentation and compliance management skills.
- Ability to work in fast-paced operational and client-driven environments.
- Strong vendor management and stakeholder coordination capabilities.
- Hands-on experience in warehouse and inventory operations with continuous improvement orientation.
Employee Type:
Permanent
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