Operations Officer

Job Summary

The Operations Officer oversees the day-to-day operations of the Company's pharmaceutical distribution activities. The position coordinates sales order fulfillment, warehousing, inventory monitoring, product handling, deliveries, returns, recalls, and operational documentation. The role helps ensure that pharmaceutical products are stored, handled, and distributed in accordance with Company procedures, Good Distribution Practices, and applicable FDA requirements.

Duties and Responsibilities

• Coordinate the complete order fulfillment process with the Sales Coordinator, from receipt and validation of orders to preparation, dispatch, delivery, and submission/receiving of completed documents.
• Coordinate with the Sales, Warehouse, Accounting, Regulatory, and other departments regarding stock availability, client requirements, delivery schedules, and operational concerns.
• Monitor pharmaceutical inventory using the First-Expiry, First-Out (FEFO) method and maintain accurate records of product names, batch or lot numbers, quantities, and expiration dates.
• Monitor stock levels and immediately report low inventory, near-expiry products, damaged stocks, discrepancies, and other inventory concerns.
• Assist in conducting monthly physical inventory counts and reconciling actual stocks against inventory records.
• Ensure that pharmaceutical products are properly received, stored, picked, packed, and dispatched under the required storage and handling conditions.
• Assist in monitoring warehouse temperature and humidity records and immediately report any deviation or storage-related concern.
• Coordinate deliveries and ensure that products are protected from damage, contamination, excessive heat, moisture, and unauthorized access during transport.
• Verify the completeness and accuracy of invoices, delivery receipts, stock transfer forms, pull-out forms, return documents, and other operational records.
• Coordinate product returns, pull-outs, recalls, and rejected deliveries, ensuring proper documentation, segregation, and endorsement to authorized personnel.
• Assist in handling delivery complaints, product discrepancies, damaged products, and other operational concerns, and escalate quality or safety-related complaints to the appropriate department.
• Maintain traceability records necessary to identify the source, batch or lot number, recipient, and delivery details of distributed pharmaceutical products.
• Coordinate vehicle assignments, preventive maintenance, cleanliness, fuel usage, and other fleet requirements related to pharmaceutical deliveries.
• Maintain organized and retrievable operational records for internal review, audit, and FDA inspection purposes.
• Assist in implementing and monitoring compliance with Company policies, Standard Operating Procedures, Good Storage Practices, Good Distribution Practices, and applicable FDA regulations.
• Prepare regular reports on inventory movements, deliveries, returns, near-expiry products, operational incidents, and other key operational activities.
• Assign and monitor work schedules, tasks, deliveries, and operational priorities as directed by the Operations Manager.
• Oversee and monitor the availability, proper use, assignment, maintenance, and inventory of Company IT equipment, devices, software subscriptions, internet, and telecommunications services.
• Supervise and coordinate IT support requirements, equipment issuance, repairs, replacements, system access, service providers, and cybersecurity concerns, ensuring that technology-related issues are properly addressed and promptly reported to the Operations Manager.
• Monitor the condition, cleanliness, safety, and functionality of the office, warehouse, facilities, utilities, furniture, fixtures, and equipment.
• Coordinate repairs, preventive maintenance, pest control, waste disposal, fire-safety servicing, and other facility-related requirements with accredited suppliers, contractors, technicians, building administrators, and service providers.
• Identify operational problems and recommend improvements to increase accuracy, efficiency, compliance, cost control, and client service.
• Maintain the confidentiality of Company, client, supplier, product, pricing, and operational information.
• Perform other operations-related duties that may be assigned by the Operations Manager or Management from time to time.

Qualifications

• Bachelor's degree in Business Administration, Operations Management, Supply Chain Management, Logistics, Pharmacy, or a related field.
• At least FIVE (5) years of experience in pharmaceutical operations, distribution, warehousing, inventory, or logistics is preferred.
• Familiarity with FDA requirements, Good Storage Practices, Good Distribution Practices, FEFO inventory management, and pharmaceutical documentation is an advantage.
• Proficient in Microsoft Excel, Word, email, inventory systems, and digital monitoring tools.
• Strong organizational, documentation, coordination, and problem-solving skills.
• Detail-oriented and capable of handling multiple tasks and deadlines.
• Good written and verbal communication skills.
• Trustworthy, dependable, and able to maintain confidentiality.
• Able to coordinate effectively with employees, clients, suppliers, couriers, and government or regulatory representatives.

Key Competencies

• Pharmaceutical inventory management
• FEFO and expiration monitoring
• Order and delivery coordination
• Product traceability
• Documentation and records management
• Regulatory and SOP compliance
• Attention to detail
• Problem-solving
• Communication and teamwork
• Accountability and confidentiality