Warehouse Supervisor

Role description: The Warehouse Supervisor owns the operational integrity of Warehouse 45 and Warehouse 47 and Fujairah warehouse. This means three things: every item that enters and exits the warehouse is documented and traceable; the Inflow system accurately reflects physical reality at all times; and the Head of Operations receives reliable, independent weekly visibility into warehouse performance without needing to chase information from other departments. Key Responsibilities: • INFLOW/ERP SYSTEM OWNERSHIP The Supervisor is personally accountable for the accuracy of every figure in Inflow. Inaccurate data is a management failure, not a system issue. • Review Inflow every morning by 09:00. Check for: negative stock entries (investigate and correct within 24 hours), items without a corresponding GRN, unconfirmed dispatches from the previous day. • Approve all Inflow quantity adjustments. No figure changes in the system without the Supervisor's documented approval and a stated reason. Verbal approvals do not count. • Ensure every goods receipt in Inflow is backed by a signed physical GRN. The Inflow quantity must match the GRN quantity -- not the supplier invoice, not the PO quantity. • Ensure every item dispatched has an Inflow invoice or issue record created before it leaves the warehouse. No exceptions for any order size, any urgency level, or any requestor. • Lead the monthly physical stock count of all 294 SKUs or more on the last Saturday of each month. Compare results to Inflow. Variances above 2% per SKU trigger a written root cause investigation submitted to the Head of Operations by the following Monday. • STOCK CONTROL AND REPLENISHMENT The Supervisor is responsible for ensuring no HK consumable, cleaning chemical, or maintenance part runs out. All onboarding items should be stocked as per the requirements and the number of upcoming onboarding. A stockout is a preventable management failure. • Set Reorder Points (ROP) for all stock categories within 30 days of joining. The formula is: ROP = (Average Daily Usage x Supplier Lead Time in Days) + Safety Stock. All ROPs documented in the Reorder Tracker (WH-TRK-002). • Review the reorder tracker daily at 10:30. Any item at or below its ROP results in a purchase request raised and sent for approval the same day. Items are never left below ROP without a documented action. • Raise purchase orders in Inflow for all approved procurement. Monitor expected delivery dates actively. If a delivery is late by more than 2 days, follow up with the supplier directly -- do not wait for the item to become a stockout. • Maintain an approved supplier register with contact details, service categories, last order dates, and agreed rate cards. • Ensure bulk consumables (soap, shampoo, bath gel, professional cleaning products) maintain a minimum 30-day supply at all times. • GOODS RECEIVED NOTE (GRN) PROCESS GOVERNANCE The GRN process is the single most important control in the warehouse. The Supervisor is responsible for ensuring every delivery is processed correctly. • Every supplier delivery is physically counted item by item before any Inflow entry is made. The Shift Leader executes the count. The Supervisor reviews a sample of GRNs daily and the full GRN file each morning. • GRN forms are signed by both the Shift Leader and the supplier representative. Any delivery where the supplier cannot or will not sign a GRN is refused or held until documentation is provided. • Short deliveries are logged on the GRN, the Supervisor is notified, and the supplier is chased within 24 hours for the balance or a credit note. • Over deliveries are not accepted into Inflow until the Supervisor has approved. Excess is held separately or returned to the supplier. • Damaged goods received are photographed before any item is moved, noted on the GRN, and a supplier claim is raised within 48 hours. • Monthly GRN compliance audit: count of signed GRNs compared to count of Inflow goods receipts for the period. Any receipt without a matching GRN is a compliance failure and is investigated within 24 hours. • DELIVERY OPERATIONS The warehouse dispatches 80 to 110 deliveries per week across Dubai and UAE. Every delivery must be accurate, timely, and confirmed. • Review the daily dispatch tracker (WH-TRK-001) every morning. Any delivery unconfirmed from the previous day is personally investigated before 10:00.PMS to be updated accordingly and the support team kept in loop. • Enforce delivery priority standards: emergency guest delivery within 30 minutes of request; same-day HK delivery within 2 hours; scheduled morning delivery pick completed by 07:00; scheduled evening delivery pick completed by 16:00; ONB property delivery staged 24 hours before activation. • Enforce the delivery confirmation standard: the driver sends a photo of delivered items at the property within 5 minutes of delivery. The Shift Leader logs confirmation in the dispatch tracker. No delivery is marked complete without this evidence. • Coordinate with the ONB coordinator for upcoming property activations. ONB items are staged and ready 24 hours before each activation date without exception. • Track monthly delivery confirmation rate. Baseline June 2026: 79 to 87%. Target within 90 days: 95%. • TEAM MANAGEMENT The Supervisor manages two Shift Leaders (one fixed morning, one fixed evening) and three Warehouse Team Members. • Shift Leader A owns the morning shift (07:30 to 16:30) permanently. Shift Leader B owns the evening shift (14:30 to 23:30) permanently. Days off rotate within each shift. Shift ownership does not rotate. The Supervisor sets and publishes the roster. • Conduct a weekly 1-on-1 with each Shift Leader -- 20 minutes, structured. Cover: last week's delivery accuracy, GRN compliance, handover log quality, and any open team or stock issues. Brief written note kept after each session. • Review Shift Leader KPI scores monthly and provide written feedback. Performance issues follow a documented process: verbal coaching first, written note second, formal warning third. Each step is documented and the Head of Operations is informed on the same day a formal step is taken. • Ensure every Team Member has a clear understanding of their picking assignment, their assigned rack section, and their GRN counting responsibilities. All new team members complete SOP training within 5 working days of joining. • Approve leave requests with minimum 5 working days notice for planned leave. Unplanned leave must be communicated to the Supervisor directly by phone call -- a WhatsApp message is not sufficient notification. • SHIFT HANDOVER MANAGEMENT The Supervisor ensures no operational information is lost between shifts. • The 14:30 to 16:30 overlap between shifts is the daily handover window. The morning Shift Leader briefs the evening Shift Leader on: pending deliveries, any GRN discrepancies from the day, stockouts flagged, and any unresolved issues. • A physical handover log is completed at every shift transition. The incoming Shift Leader signs to acknowledge receipt. The Supervisor reviews this log every morning as the first task of the day. • The evening Shift Leader prepares and posts the next day's delivery schedule for drivers by 23:00 each night. On nights with no evening Shift Leader on duty, the mornin

Oversee Inflow/ERP system integrity for multiple warehouses; ensure accuracy of all figures in Inflow; review Inflow daily by 09:00; approve all Inflow quantity adjustments with documented reasons; ensure GRN-backed receipts match Inflow quantities; ensure dispatched items have corresponding Inflow records; lead monthly physical stock counts (294+ SKUs) and investigate variances >2%; maintain stock levels for bulk consumables; set and manage Reorder Points; review reorder tracker daily and raise purchase requests as needed; manage supplier register; ensure timely procurement and follow up on late deliveries; maintain GRN governance with signed documentation; manage 80–110 weekly deliveries across Dubai/UAE; monitor delivery confirmation via driver-provided evidence; coordinate ONB activations and delivery readiness; track and improve delivery confirmation rates; supervise two Shift Leaders and three Warehouse Team Members; conduct weekly 1-on-1s with Shift Leaders; review KPI scores and enforce performance processes; ensure clear picking assignments and SOP training for new hires; approve leave with notice requirements; manage shift handovers and ensure no information loss between shifts.