Reporting to the Distribution Manager and with minimal direction, organizes and supervises all operations and activities within area of operation in the Distribution Department. General areas of operation include Building Services, Food Services, Receiving & Mail Services, and Shipping & Warehouse Services.
Building Services: Supervises regular work and staff assignments in accordance with Institution policies and procedures; organizes and schedules daily work assignments. Hires, trains and evaluates staff in accordance with Institution policies and procedures; oversees Building Services budget. Maintains and allocates office equipment inventory, including set up of purchase orders for inventory stock. Coordinates moving and assembling office and lab equipment and furniture, delivering supplies, telephone books, computer reports, etc., to and between Institution buildings and, as necessary, to warehouse facilities for storage and/or disposal. Supervises staff responsible for handling logistical and food service arrangements for Institution conferences, seminars and special events. Handles rental car/truck pickup and return; arranges for special transportation needs, including transporting Institution visitors and personnel to special events. Manages Institution parking lots and grounds security during meetings and special functions. Supervises snow removal from Institution pathways and entrances.
Food Services: Coordinates the food service function at the Institution and supervises staff to support those activities. Plans menus and prepares food and snacks for morning coffee and lunch. Arranges for purchase of all supplies. Arranges for, or supervises making of soups, breads and desserts. Washes dishes and keeps food service facilities in order. Supervises staff. Keeps income/expense records for Food Services.
Receiving & Mail Services: Supervises all inbound receivables and postal activities within the Institution. Supervises & assists with regular work and staff assignments in accordance with Institution policies and procedures as well as receiving records & postal regulations. Works with Building Services Supervisor to provide labor support for Snow & Storm preparedness. Hires, trains and evaluates staff in accordance with Institution policies and procedures and oversees postal and operating budget. Oversees receipt and sorting of incoming goods & mail; stamps outgoing mail and prepares for mailing; collects and delivers all Institution goods and mail. Verifies that incoming shipments are intended for the Institution; inspects containers for damage and takes appropriate action; reconciles items with purchase order, and initiates receipt documentation through data entry process. Prepares and logs all inbound goods, registered and classified mail for shipment and/or internal Institution processing, in accordance with federal regulations. Determines packaging requirements for overseas mail to qualify for best rates. Maintains locator files for current and former employees. Maintains Receiving & US postal records and logs. Maintains close working relationship with Institution departments to ensure that receiving & mail service needs are being met in a time accurate fashion and that appropriate project accounts are being utilized. Coordinates with Procurement Department and/or originator to resolve receiving & mail related questions as required; routes capital items through Property Office for inventory tagging. Investigates new technology and resources to improve receiving & mail services.
Shipping & Warehouse Services: Supervises regular work and staff assignments in accordance with regulations and operations policies. Hires, trains and evaluates support personnel. Regulates flow of materials in and out of Quissett Warehouse and other storage areas and maintains inventory and location data base of all stored items, including containers and portable vans. Coordinates requests for deliveries, pick-up's and other warehouse labor services; works with Shipping Office to arrange pick up & delivery of outbound shipments; works with the Property Office in locating department properties. Works with Building Services Supervisor to provide labor support for Snow & Storm preparedness. Maintains computer records of requests, using data to prepare periodic reports. Generates records of unused items in storage for disposal or re-utilization; attends disposal meetings as a non-voting member of the Institution's Material Disposal and Storage Policy Committee. Operates equipment appropriate to function, needs and licensing (cranes, forklifts, hoists, flatbed trucks, etc.). Maintains Department of Transportation files, as required, for employees licensed in accordance with CDL regulations.
General: Oversees safe and efficient operations, following established safety procedures and regulations. Keeps supervisor informed of unusual activities, circumstances, staffing needs and resources and materials needed to support operations; performs related duties as required.
Desired Education/Experience for Hiring
High school graduate or equivalent; valid driver's license; minimum ten years experience in the WHOI Distribution Department, or equivalent related experience, including demonstrated supervisory experience. Familiarity with Institution operations highly preferred. Related computer knowledge required.
Depending on area of assignment - may be required to be able to obtain security clearance to handle classified materials; to be able to lift and move heavy items (up to 70 lbs); to operate light trucks, fork lifts, crane car, furniture moving equipment, material handling equipment, snow removal equipment, assorted hand and small power tools, and/or kitchen equipment, etc.
May be required to drive large or heavy vehicles for the Institution requiring a Massachusetts Commercial Drivers License (CDL) (Class D) with appropriate endorsements such as the Hazardous Materials endorsement and Air Brake endorsement. Valid Class B Hoist Engineer License may be required. As such, must have certification or be able to pass a physical examination and pre-employment drug test in accordance with CFR 49 (Federal Motor Carrier Safety Regulations). Continued employment in the position requires successful completion of random drug tests and, every two years, a physical examination as required by CFR 49.