Logistic Administrator

We have an exciting opportunity for a Supply Chain Coordinator to join our Operations team based in our Head Office in Manchester. 

At Chiesi it is our people who are at the heart of what we do and achieve. A proud family business we are a Top Employer and a Great Place to Work in the UK.

In the role of Supply Chain Coordinator, you will support the Head of Supply Chain & Manager in ensuring the highest standard of service is always provided to all customers both internal and external. 

You be responsible for the efficient retrieval processing and delivery of all orders as required through a regular interface with our third-party warehouse & logistics provider (3PL) for product. Co-ordinating activities between customers, 3PL and internal teams e.g. QA, for the timely and effective resolution of any queries, complaints, or distribution problems, to meet customer expectations and in line with GDP.

The successful candidate will have an excellent track record of customer service within supply chain with a high level of motivation and the determination to succeed. You will have previous experience of working with 3PLs and maintaining key customer and supplier relationships would be beneficial.

The successful candidate will be confident working in a fast paced and busy team environment and must have the ability to manage a diverse workload with excellent planning and organisational skills and the ability to prioritise work and deal with unplanned / unexpected work.

We offer a blended approach to work, giving you the flexibility to work from home 2 days per week on mutually agreed days. We also offer a great benefits package including Pension, Private Medical and Dental cover, 25 days leave, competitive salary, and an annual bonus scheme. 

The role will be based at our Head Office, we are close to Manchester Airport with excellent public transport links and the added advantage of free car parking and electric charge points if you choose to drive to work.  

We look forward to welcoming you to our team.

Purpose

Supporting the Head of Supply Chain & Team Leader in ensuring the highest standard of service is always provided to all customers both internal and external.  Responsible for the efficient retrieval processing and delivery of all orders as required through a regular interface with our third-party warehouse & logistics provider (3PL) for product.  Co-ordinating activities between customers, 3PL and internal teams e.g., QA, for the timely and effective resolution of any queries, complaints, or distribution problems, to meet customer expectations and in line with GDP.

To carry out supply chain duties including customer data and sales data analysis, management and KPI reporting and order validations on a regular basis as determined by supply chain check lists or as advised by the Head of Supply Chain or Team Leader. To maintain strong relationships with our supply chain partners in ensuring high KPI service levels are maintained and Chiesi products consistently available to UK patients.  Any problems with KPI service levels or stock availability must be reported to the Head of Supply Chain or Team Leader.  To co-ordinate some activities and produce monthly reports in relation to the operational elements of our third-party warehouse & logistics provider (3PL) for marketing materials. To prepare direct hospital sales contracts when requested by using the approved template and gaining approval from Head of Supply Chain prior to sending to NHS hospital.

Profile

• An excellent track record of customer service within supply chain with a high level of motivation and the determination to succeed.  
• Previous experience of working with 3PLs and maintaining key customer and supplier relationships would be beneficial.  
• Confident working in a fast paced and busy team environment
• Must have the ability to manage a diverse workload with excellent planning and organisational skills and the ability to prioritise work and deal with unplanned / unexpected work.  
• Strong attention to detail to ensure accuracy levels and efficiency.
• Strong interpersonal skills, with the ability to communicate appropriately, verbally and in writing, with the confidence to engage at all levels both inside the organisation and with customers.
• Strong computer literacy skills using Excel to carry out regular data analysis and KPI reporting.
• Fully proficient in Microsoft office (Outlook, Word, Excel, PowerPoint). Strong Excel skills including Pivot table and Look Ups is essential for this role. 
• The ability to work with SAP and adapt to other software packages is desirable.
• The ability to process customer orders using SAP would be an advantage. 
• Good knowledge of supply chain and distribution.
• Pharma experience would be an advantage but not essential for this role 

Main Responsibilities

Supply Chain Analyst

In accordance with SOPs and GDP guidelines:

• To always ensure continued high standard delivery of Supply Chain operations during core business hours.
• To ensure Supply Chain operations is fully covered at all times.
• Deal with incoming and outgoing supply chain related phone calls and email enquiries responding promptly and ensuring appropriate actions are taken and followed up as necessary.
• Retrieval and processing of all orders accurately on SAP each day, check prices are correct and obtain authorisation where required.
• To ensure all customers have relevant WDA(H) and CD Licence to enable orders for Chiesi products to be processed and to regularly maintain WDA(H) & CD Licence database as per the check lists and in line with GDP guidelines.
• Immediately report any Controlled Drug deviations to Head of Supply Chain & Operations Director, in accordance with the SOP.
• Complete the daily/weekly/monthly check lists, validations and reports and ensure all rebate claims are processed accurately and in a timely manner.
• Process all returned, damaged and missing goods claims, including the review of the claims and the taking of remedial action, as appropriate
• Liaison with QA regarding any manufacturing faults or temperature deviations and effectively manage any customer feedback required.
• Daily contact with neonatal Hospital customers or third-party warehouse & logistics provider to confirm safe receipt of orders and take remedial action as required.
• Maintenance of customer database and digital files.
• Administration of new MDS account forms received and co-ordination with appointed wholesaler.
• Ensure any customer queries relating to stock availability or KPI service levels are effectively handled and reported to Head of Supply Chain or Team Leader as required.
• Adhere to all relevant Standard Operating Procedures and GDP guidelines and keep associated personal training records up to date.
• Carry out ad hoc activities for the Operations Director, Head of Supply Chain or Team Leader, as required
• To ensure timely and accurate completion of supply chain duties as per the daily/weekly/monthly supply chain check lists, including monthly validations, rebate claims, supply chain analysis and SAP data analysis, customer and sales reporting and management reporting using Excel.
• Preparation of direct hospital sales contracts as requested for approval by Head of Supply Chain
• Co-ordinating operational activities and the provision of monthly reports in relation to our 3PL for marketing materials.
• Maintaining the supply chain invoice tracker and completing invoice validations for both 3PLs.
• Adhoc supply chain analysis reporting using Excel or SAP and preparing Power Point slides as required.
• To provide cover across the Operations Department as required and advised by Head of Supply Chain or Team Leader.