Head of Warehouse & Logistics

Head of Warehouse and Logistics Job Description

Job Details

Job Title: Head of Warehouse and Logistics

Department: Stores & Logistics

Reports To: Director

Job Overview

The Head of Warehouse and Logistics is responsible for leading and coordinating warehouse and logistics operations, including warehouse organization, inventory control, receiving, storage, order fulfilment, dispatch, team management, and third-party logistics (3PL) coordination. The role ensures operational efficiency, stock accuracy, workplace safety, regulatory compliance, cost control, and reliable management reporting.

Job Purpose

To lead the company's warehouse and logistics function, ensuring stock is received, stored, controlled, and dispatched accurately, safely, on time, and at controlled cost. The role develops and implements warehouse procedures, manages staff performance and workload, coordinates logistics providers, monitors operational KPIs, and drives continuous improvement.

Key Responsibilities

• Warehouse Management: Oversee warehouse layout, storage zones, receiving and dispatch areas, space utilization, stock labelling, and team responsibilities to ensure efficient operations.
• Policies and SOPs: Develop, document, implement, and review warehouse and logistics procedures covering receiving, storage, stock handling, order picking, dispatch, returns, damaged goods, and housekeeping.
• People Management: Lead, supervise, and motivate warehouse and logistics staff, set performance expectations, identify training needs, manage attendance and conduct in line with company policy, and coordinate with HR on employee matters.
• Workload Planning: Allocate duties across receiving, storage, picking, loading, and dispatch teams. Forecast staffing requirements, coordinate shift schedules, monitor overtime, and reallocate resources to address urgent orders and operational disruptions.
• Operational Excellence: Monitor stock accuracy, order fulfilment accuracy, dispatch timelines, damage and loss rates, and warehouse productivity. Investigate discrepancies, identify bottlenecks, and implement approved improvements.
• Inventory Control: Ensure routine stocktaking, cycle counts, approved stock rotation practices, and timely investigation of stock variances. Coordinate with Finance where adjustments require approval.
• Third-Party Logistics Management: Coordinate outsourced logistics providers, monitor delivery performance against agreed service levels, verify transport charges, resolve service issues, and recommend provider or rate changes to management.
• KPI and Performance Management: Set measurable targets for warehouse and logistics roles, monitor performance, provide coaching and feedback, conduct appraisals for direct reports, and coordinate improvement plans with HR.
• Budget and Cost Control: Prepare annual warehouse and logistics budget proposals, monitor expenditure against approved budgets, investigate variances, and identify cost-saving opportunities in storage, handling, transport, and outsourced logistics.
• Legal and Safety Compliance: Ensure compliance with applicable health and safety, employment, customs, excise, licensing, inspection, fire safety, and insurance requirements. Maintain relevant records and ensure incidents and non-compliance are reported and addressed.
• Systems and Documentation: Ensure accurate and timely recording of goods received, stock movements, orders, delivery notes, returns, and adjustments in company systems. Maintain complete, authorized, traceable, and retrievable warehouse documentation.
• Warehouse Reporting: Prepare regular reports covering stock levels and accuracy, stocktaking results, order fulfilment, dispatch performance, 3PL service levels, damages and losses, slow-moving or expiring stock, staffing, productivity, safety incidents, and budget performance.
• Continuous Improvement: Analyse operational data, identify recurring problems, recommend improvements, follow up on corrective actions, and escalate risks or decisions requiring management approval.
• Equipment and Resource Management: Monitor warehouse equipment condition, maintenance needs, and capacity requirements. Submit equipment, staffing, and capital expenditure requests for approval where necessary.

Key Skills

• Warehouse management, inventory control, receiving, storage, and dispatch operations.
• Leadership, team supervision, staff development, and performance management.
• Development and implementation of policies, SOPs, and operational controls.
• Workforce planning and workload coordination.
• Third-party logistics coordination and service-level monitoring.
• Budget preparation, expenditure monitoring, and cost control.
• Knowledge of warehouse safety and applicable legal and regulatory requirements.
• ERP/WMS systems, Microsoft Excel, data analysis, and performance reporting.
• Report writing, communication, and cross-departmental coordination.
• Problem-solving and continuous improvement.

Core Competencies

• Leadership and People Development: Sets clear expectations, motivates staff, and builds team capability.
• Operational Excellence: Promotes accuracy, efficiency, service quality, and continuous improvement.
• Accountability and Ownership: Takes responsibility for warehouse performance and follows issues through to resolution.
• Planning and Organization: Plans workloads, resources, and processes effectively while prioritizing competing demands.
• Cost Consciousness: Uses resources responsibly and identifies savings within approved limits.
• Compliance and Integrity: Follows applicable laws, company policies, and approval limits while maintaining accurate records.
• Analytical and Problem-Solving Ability: Investigates root causes, interprets performance data, and develops practical solutions.
• Communication and Collaboration: Works effectively with Sales, Finance, Procurement, HR, logistics providers, and warehouse staff.
• Decisiveness and Resilience: Makes timely operational decisions and manages disruptions calmly.

Authority and Accountability

The Head of Warehouse and Logistics is accountable for the overall performance, organization, safety, accuracy, and cost-effectiveness of warehouse and logistics operations. The role may manage daily activities, allocate workloads, enforce approved procedures, monitor performance, and implement improvements within delegated authority.

Budget approvals beyond delegated limits, capital expenditure, supplier and 3PL contracts, final recruitment and termination decisions, and matters affecting other departments or company-wide policies must be escalated to the Director or relevant authorized department for approval. The role does not exercise authority over other departments unless expressly delegated.

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