Team Lead, Shipping

Marken

Dec 15th, 2022
Title:

Team Lead Shipping (m/f/d)

Job Purpose:

  • Responsible for taking care of all transport related activities around the day-to-day kit production business and to ensure that all these activities are meeting client, business and regulatory requirements.
  • Functional lead of the shipping team

Main Duties and Responsibilities:

  • Coordination of all daily transport related topics around all kit supply consignments
  • Continual proactive communication with the Kit Production team and the Kit Project Management team
  • Professional communication with clients and couriers on a daily basis
  • Support the team with daily shipping activities if necessary
  • Ensure all internal and external stakeholders are being informed about issues on time
  • Ensure proper daily reporting

Internal duties and responsibilities:

  • Functional lead of the shipping team including performance monitoring to provide feedback to the line manager
  • Allocating of daily shipping tasks in accordance with the Kit Production Coordination team
  • Support onboarding of new employees by acting as trainer for the shipping department
  • Align with the Kit Production leadership around resource needs and resource management

External duties responsibilities:

  • Act as contact for the courier around all transport related topics, especially around issue management
  • Overseeing the external communication with clients and couriers, especially the specific kit logistic shared mailbox, to ensure all external requests are managed on time

General duties:

  • Accountable to complete tasks in compliance with MARKEN standard procedures and policies
  • Measurement of service failures and deliverables
  • Identify potential process improvements and support continuous improvement process (KPI measurement, 5S and Lean Methods)
  • Responsibility to monitor for environment, health and safety related topics around the shipping department
  • Monitoring of all re-occurring inspections related to the shipping department
  • Support the identification of potential savings and help to avoid costs
  • Identify need for trainings of the team members

Specific duties and responsibilities:

  • Support the Kit production by working independently and efficiently to process the highest possible volume of shipments.
  • Ensure and monitor that all shipments are shipped with all necessary documents, with the correct courier on the respective courier account and with the correct and required service option.
  • Close daily cooperation with the Project Management and the Operations Coordinator
  • Monitoring of the daily shipment tracking including the update of the shipment status in the MARKEN intern software / client’s database and /or master files. All outbound consignments with status “not delivered” need an urgent investigation in cooperation with the respective couriers.
  • Coordination of orders for outbound shipments and pro-active communication to clients/ investigators and other stakeholder in case of any potential delay.
  • Pro-active information to all concerned stakeholder (external and internal) of any change of courier services and any related information to any force majeure happening like thunderstorms, strike, wars, attacks, fires and casualties and other topics which might have an impact on the turnaround time of a shipment.
  • Pro-active communication to Kit Production Coordinator and Kit Operation Managers on any courier delays, system breakdown or any other situation that may risk the daily send out.
  • If necessary, support the team in creating AWBs for send out of shipments
  • Ensure that all Proforma Invoices are created in accordance with clients and/or internal requirements as well as regulatory requirements. Prepare the Study templates and the final documents on a per shipment basis.
  • Ensure that customs related requirements (ATR, AES) are met and required documentation is completed in time to avoid shipment delays.
  • Ensure all Team Members are compliant with all health and safety policies and safety-conscious work including the treatment of Dangerous Goods with relevant caution for the protection of oneself and others (IATA/ADR)
  • If necessary, support the development, review and revision of SOPs
  • Responsible to ensure the shift tasks are scheduled and Team Members are well informed and trained about the tasks which are transferred to them
  • Responsible for coordinating Team tasks in response to client’s needs and within published schedule
  • Responsible to keep shipping department clean and safe
  • Responsible that API scanning tasks are performed properly and on time
  • Share information about the needs related to the tasks, responsibilities, workload, processes and other topics of the shipping department with the senior management
  • Ensure that all shipments are processed in accordance with the respective regulatory requirements
  • Support of developing standardized processes for all tasks in shipping department and to ensure that all team members working according to the implemented standard processes.
  • Ensure that all packaging requirements are fulfilled
  • Execution of randomized spot checks related to shipping quality check, processed by team members
  • Monitoring the stock of fulfillment and packaging material, ordering these materials from the Warehouse if necessary
  • Responsible that API scanning tasks are performed properly and on time
  • Act as back up for Operations Associate and vice-versa
  • Where necessary act as back up for Sr. Operations Coordinator in collaboration with Operation associate and only according to prior agreement with Sr. Operations Coordinator

Qualifications and experience:

  • Secondary school diploma or relevant studies in the field of logistics or supply chain degree
  • A minimum of 3 years’ experience operations or production environment
  • Clinical Trial Management preferred
  • Leadership experience

Skills and Knowledge Requirements:

  • Standard operating procedures in a controlled production environment
  • General logistic processes
  • Good knowledge about IATA / ADR regulations, including Transportation of Dangerous Goods
  • Customs regulatory
  • Kaizen / Lean Methods
  • Attention to details
  • Good written and oral communication skills
  • Organized, methodical and efficient approach to work
  • Proficient use of Microsoft and ERP systems
  • Fluent in English & German languages
  • Team player with the ability to work independently

Marken is a wholly owned subsidiary of UPS and is a critical part of UPS Healthcare. Marken offers a state-of-the-art GMP-compliant depot network and logistic hubs for clinical drug product storage and distribution worldwide, and supports cell and gene therapy logistics services from clinical to commercial, while maintaining the leading position for Direct-to-Patient and Home Healthcare services, biological sample shipments and biological kit production.

Moving Our World Forward by Delivering What Matters.

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