Lead Logistics Coordinator

POSITION SUMMARY:
The Lead Logistics Coordinator is responsible for leading the planning, organization, execution, and follow-up of daily delivery route assignments to ensure internal and external customers are serviced in a compliant, on-time and in-full capacity and that acceptable levels are maintained for driver safety, best-in-class customer service, efficiency, and cost. Ensures the accurate and timely completion of manifests and continuous communication to sales partners is maintained. Oversees the loading and unloading of fleet vehicles and receives and processes product returns. Measures and analyzes key department metrics including route efficiency, mileage, and fuel costs. Also responsible for partnering with peripheral teams (Packaging, Order Fulfillment, Vault operations) to meet planned team objectives.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Planning, Data & Analysis

• Participate in the coordination and execution of order fulfillment
• Work directly with the Packaging Team(s), Sales Team, and Delivery Team(s)
• Develop delivery schedules and route plans utilizing historical and future-looking data and to seek opportunities to enhance customer service and to reduce operating costs
• Maintain strict and compliant inventory records of all inbound and outbound products
• Perform basic inventory and miscellaneous data analysis as needed
• Monitor schedule adherence, productivity, customer service, product integrity and safety performance of each route and delivery team
• Log delivery data and perform delivery cycle recaps (route/drop efficiency, mileage, fuel costs, revenue per drop, etc.)
• Using core metrics and key performance indicator data, achieve department quantity, quality, and productivity objectives

Logistics & Scheduling

• Lead and understand all delivery logistics operations to include sales order review, route planning and communication
• Coordinates order staging with the fulfillment team
• Ensures transport vehicles are loaded and unloaded daily
• Maintains timely communication to sales partners regarding deliveries, manifests, questions, and product returns
• Maintain, adapt, and improve upon delivery times and schedules to maximize resources and minimize cost
• Create, revise and publish delivery manifests
• Utilize available tools to enhance the delivery experience
• Analyze routing parameters and location geography and recommend enhancements to initiate fleet cost savings
• Serve in an on-call capacity during delivery cycles working early, late, or extended hours to remain available to customers, stakeholders, and the delivery team(s)
• Review customer demand volume and mix for routes and determine potential gains from revising routes

Communication

• Ensures timely dispatch of communications of routes/schedules to the Fulfillment Team, Delivery Team(s), Sales Team, partners, and to the DOH
• Coordinate daily communications between the facility, Delivery Team(s), and the DOH
• Participate in communication between departments regarding movement of inventory, returns, and deliveries
• Update metrics and distribute reports as needed
• Participate in collaborative conference calls and sales meetings as needed to address routing and distribution issues
• Support communication to the state with critical revisions and updates
• Utilize communication tools (walkie-talkies, email, phone, company portals) to promote an effective interdepartmental workflow
• Communicate planned vs. actual results and set the pace for the team

Computing/Software

• Proficient with Microsoft Office (especially Excel) and Google Maps
• Learn and use various transportation and inventory tracking systems including MJ Freeway.
• Support and maintain proficiency with inventory tracking and recordkeeping functions with the state seed-to-sale e-system MJ Freeway remaining in compliance with the Department of Health’s rules and regulations.

Inventory Control

• Learn and manage the Supply Chain functions in MJ Freeway
• Ensure inventory transactions are entered expeditiously and with statuses updated
• Track movement of finished packaged cannabis products through to completion of delivery
• Participate in inventory cycle counting
• Review, receive and process product returns adding inventory to MJ Freeway and internal databases
• Receive and intake dispensary returns, third party items, vault consumables, etc. and maintain visual organization
• Assist in destruction and tracking of dispensary returns
• Perform unit count conversions, combinations, and adjustments to meet order fulfillment requirements and organizational/storage needs

Compliance

• Learn and maintain continual awareness and understanding of rules and regulations determined by the law and by the DOH, and ensure department remains fully compliant at all times
• Report required information to the Compliance Department, Packaging Department, and to the DOH as necessary
• Follow standard operating procedures (SOP) for all operations, ensuring adherence to company and regulatory compliance (proper weighing, data recording, product tracking, security, green waste disposal, etc.
• Ensure that all product and orders are compliant to include packaging and required batch and content labeling
• Maintain security protocols are maintained during delivery cycles

Administrative

• Maintain accurate and compliant internal records of documents/workbooks including schedules, invoices, manifests, vehicle information, and returns
• Perform administrative duties such as data entry, data transmitting, phone answering, communication drafting, etc.

Maintenance

• Schedule emergency and regular maintenance and repairs to ensure vehicles are safe, compliant, and roadworthy
• Coordinate and/or perform fleet operator-level maintenance
• Ensure vehicles are cleaned, sanitized and ready for use
• Maintain awareness of vehicle conditions and status of critical documentation such as registration and safety inspection
• Maintains and updates service records internally and in MJ Freeway
• Monitor and maintain vehicle storage spaces and climate controls to ensure product integrity is maintained

Process Improvement

• Serve as a proponent for critical continuous improvement, quality and occupational safety initiatives such as the 5S program and Hazard Communication
• Perform quality audits and “ride alongs” to seek process improvement opportunities
• Maintain 5S and sanitation standards (safety, organization, cleanliness, and compliance) within the van loading and order staging spaces
• Ensure daily/weekly/monthly 5S and Sanitation Schedules are completed properly and on time. Serve as a champion for sanitation and bio-security
• Train and coach team members in accordance with SOP, work instructions, process controls, etc.
• Conduct performance gap analysis and identify obstacles to success (forms of waste, variation, etc.)
• Participate in delivery calls and communicate with dispensary customers and driving teams to troubleshoot discrepancies and mitigate common errors
• Engage in honest, innovative, problem solving dialogue