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Distribution & Material Supply Supervisor

Langley, British Columbia · Manufacturing
Job Purpose: Manage the loading and shipping of fresh products from distribution groups, while managing inventory and ordering ingredients and packaging.

Safety Culture
Job safety is the first responsibility of every individual that is part of an operating team.  Compliance with safety rules, operating procedures, and sound practices is the expectation for all personnel working in the Bakery.
Product safety, legality and quality are essential responsibilities expected of every associate.  Product safety is freeing the product of any contaminants like chemicals, allergens or foreign materials such as glass, wood or metal.  Legality compliance is meeting regulatory requirements (Canada & US if intended for export) in terms of weight and declaration of ingredients.  Product quality is meeting customers’ specifications and expectations.
Job Responsibilities (What the job holder has to do in order to achieve the job purpose.)

   Key Components

Priority % of Time
Inventory Control and Receiving
  • Create purchase orders for ingredients and packaging within Oracle.
  • Receive indirect material against open purchase orders in ORACLE.
  • Transfer ingredients and packaging to other facilities in ORACLE.
  • Key in closing weekly inventories into Excel to calculate total inventory.
  • Key in total inventory as calculated in Excel into ORACLE to track inventory levels and usage.
  • Determine the ordering needs and place orders through various locations of our suppliers.
  • Verify keyed data into ORACLE by reviewing weekly usages and trends.
  • Reconciles A/P invoice and receiving discrepancies for raw material
  • Receive into ORACLE finished goods from various suppliers.
  • Provide direction to receivers in weekly physical inventory counts
  • Flour usage estimation for extra flour load daily – based on shifts.
  • NCR/Carrier claims – issue and follow up on all claims issued
  • Indirect purchasing responsibilities for the plant.
  • Participate in Traceability Exercises
  • In case of recall, provide necessary information to stakeholders
Management of Hourly Receiving Staff
  • Drive leadership coaching and development with hourly associates
  • Motivate, train, develop, coach, and front line associates
  • Manage labour relation issues
  • Conduct performance review min. yearly with hourly associates
  • Responsible for ensuring all associates are aware of operating / safety procedures
  • Create development action plans for associates
Management of Distribution
  • Manage the Day to day activities on the distribution shift.
  • Ability to understand all functionality of PC data
  • Develop Standard operating procedures & controls.
  • Improve performance and productivity of distribution.
  • Identify and drive objective and measurable cost saving initiative.
  • Provide support to lean initiatives.
  • Meet Customer Requirements by ensuring on time shipping.
  • Support regional target of 99% fill rate
  • Provide accurate and timely reporting of distribution data.
  • Enforce GMPs and HACCP.
  • Post inventory weekly into Oracle
Management of Hourly Distribution Staff
  • Drive leadership coaching and development with hourly staff.
  • Motivate, train, develop, coach, and front-line associate associates.
  • Manage collective agreement and labour relation issues.
  • Responsible for ensuring all associates are aware of operating / safety procedures.
  • Participating in the Recruitment, selection and on boarding of new associates.
  • Support the quality control function in distribution.
Health and Safety
  • Maintain the safety of the department to ensure the team works in a “safety culture” environment.
  • Conduct monthly safety crew meeting.
  • Commitment to learn the sanitation functions in order to provide off hour management & support to department and its associates.
Quality & Food Safety
  • Ensure customer satisfaction by maintaining product integrity; practicing highest levels of GMP’s and conforming to HACCP pre-requisite program and all associated SOP’s.
  • Follow Job Responsibilities as per BRC and other regulatory bodies.
  • During the absence of the incumbent, quality and food safety accountabilities in this role are the responsibility of the “Reports to” position/individual as described above.
  • Maintain work area to exceed expected levels of cleanliness and orderliness and implement 5S culture.
Other Duties
  • Other duties as described by your manager.
Decision Making Responsibilities
  • Organizing off line work, work on the schedules
  • Evaluation and development of associates

Makes decisions regarding the orders required according to plant requirements; consults with the production manager and operations manager on decisions that have significant impact on the plant’s performance

Job Dimensions
Financial Non-Financial
  • Hit/ surpass budget numbers
  • Units/Hour Picked
  • On Time Delivery
  • Fill Rate
Reporting Relationships
Direct (Indicate No. & Title of each) Indirect
Hourly Staff Production Supervisors
Working Relationships
Internal External
  • Human Relations
  • Quality Assurance
  • Continuous Improvement
  • Maintenance
  • Production
  • Production Planning
  • Sanitation
  • Receivers
  • Union
  • Transport
  • Auditors
  • DC’s
  • Depots
  • Vendors for procurement of materials

Environmental Considerations

Current Challenges:
  • Advancing the cultural shift for full associate engagement
  • Improvement of safety management
  • Development of leadership in distribution & receiving department
Short-Term Expectations/Deliverables:
@ 6 Months
  • Build a good working relationship with production supervisors & DC supervisors.
  • Be mostly independent running a shift.
  • Learn PC data functionality
  • Familiar with ordering patterns & all ingredients/bags in the plant
@ 12 Months
  • Look for ways to optimize department
  • Start developing lead hands and other associates.
  • Ability to make optimal decisions based on inventory levels
Cultural, or organizational factors that may impact initial business results or success:
  • Lower volume
  • Associate morale
  • Timely execution/Accountability
Elements that may cause frustration in this role:
  • High level of change
  • Changing of culture and roles to advance direct associate engagement.
  • Execution and Accountability
Critical-to-Quality (CTQs) Person Specification – For selection, interview and testing
(The experience, qualifications, knowledge and skills needed by the job holder to achieve the job responsibilities.)
Necessary, must-have role related knowledge, skills and experience at selection: No more than four (4)
  1. Values-based behavior, especially in the realm of Doing What’s Right and Dare to Be Transparent.
  1. Knowledge and experience of distribution practices in a fast paced operation.
  1. Experience in a team-based environment where success depended on working together.
  1. University or college education or strong business/analytical experience.
(The competency that needs to be consistently displayed by the job holder to achieve the job responsibilities.)
Core Competencies
                                                                       % of Time
Role Specific Competencies
                                                                         % of Time
  • Logical Thinker
  • SOP’s, implementation of operational programs
  • Humility – ability to learn
  • Managing and developing people
  • Culture development
  • Conduct regular associate performance assessment
  • Create action plans for continuous improvement
  • Managing labour relations
  • Confidence
  • Lean Tools
  • Persistence & Initiative
  • Focus on Safety risks, hazards and fixes.
  • Adaptability
  • Baking equipment and process knowledge.
Proven Track Record Needed – Demonstrated abilities in order to execute immediately
May include financial scope, associate’s managed, complexity: (Interview must test for evidentiary support)
  • 2-5 years of leadership experience - supervisory or lead hand.
  • Ability to create, deliver and monitor personal and subordinates developmental plans.
  • 2-5 years Distribution/Shipping & Receiving experience.
  • Excellent Communication, problem solving and organizational.
Job Requirements
  • Ability to demonstrate commitment to continuous learning and/or degree / diploma in business, engineering, or related field.
  • Ability to develop and maintain supportive cross functional relationships
  • 2-5 years of progressive analytical/business experience
  • Ability to demonstrate values consistent behaviour
  • Ability to read and interpret financial and performance reports
  • High level of energy, self-motivation and commitment to personal & professional development
  • Ability to work shift rotations as necessary
  • Proven project management skills
  • Proficient Computer Skills in MS Office
  • Ability to work under pressure and provide decisive leadership
  • Strong experience in building high functioning teams; managing and developing people
  • Strong oral & written skills, proven ability to communicate
Position/GB Company Attractions
  • Development of top performers.
  • Opportunities for advancement through the broader organization.
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