Associate Director of Inventory & Logistics Operations

Summary

The Associate Director of Inventory & Logistics is responsible for managing organization-wide inventory control systems, storage operations, and transportation logistics across multiple facilities. This role is responsible for ensuring inventory accuracy, improving operational efficiency, and enhancing standardized inventory management processes.

The ideal candidate is highly analytical, exceptionally organized, and experienced in implementing inventory counting methodologies, developing digital inventory catalogs, and leveraging Airtable, Excel, and other technology platforms to create scalable inventory management solutions.

Essential Job Functions:

Inventory Management

·        Review current inventory control systems and continuously improve procedures and best practices by implementing improvements that enhance inventory accuracy and operational efficiency.

·        Maintain perpetual inventory systems with clearly defined receiving, issuing, and reconciliation procedures.

·        Lead cycle count procedures, quarterly audits, and annual physical inventories.

·        Investigate inventory discrepancies and implement corrective actions.

·        Develop inventory performance metrics and reporting dashboards.

·        Maintain inventory accuracy targets of 98% or greater.

·        Monitor inventory levels and establish minimum/maximum stocking thresholds.

·        Coordinate surplus inventory redistribution between facilities.

·        Oversee comprehensive inventory management processes across multiple locations.

·        Serve as the organization's subject matter expert for inventory management, controls and transportation logistics

·        Prepare and analyze weekly and monthly inventory reports, maintaining accurate records of inventory levels, order fulfillment, replenishment activities, inventory turnover, transfers, distributions, stock-out rates, and other key performance indicators (KPIs).

·        Develop workflows, spreadsheets, and automation tools to improve operational efficiency.

·        Recommend and implement technology solutions to improve inventory visibility and reporting.

Logistics & Transportation

·        Coordinate with Care Center Managers to oversee the timely receiving, stocking, transfer, replenishment, and distribution of inventory across all facilities.

·        Oversee daily transportation operations across multiple facilities to ensure timely, efficient, and cost-effective delivery and distribution.

·        Supervise transport personnel and delivery schedules.

·        Develop transportation routes and schedules based on operational priorities, and optimize delivery efficiency.

·        Coordinate movement of supplies, equipment, and donated goods across care centers.

·        Ensure timely deliveries while maintaining proper chain of custody documentation.

·        Proactively identify the condition and maintenance needs of the Inventory Department vehicle(s) and communicate required service to the Field Manager to minimize downtime and maintain operational readiness.

·        Communicate and coordinate with other departments to identify opportunities to combine deliveries, minimize duplicate travel, optimize vehicle utilization, and improve operational efficiency.

·        Transport inventory, supplies, equipment, and donated goods between care centers and external donation pickup locations, as needed or in the absence of transportation staff, ensuring safe, timely, and efficient delivery.

Storage Operations

·        Oversee the organization, maintenance, and optimization of storage rooms, efficient storage operations, and inventory layouts to maximize storage units' capacity and space utilization.

·        Improve inventory organization systems and labeling procedures to ensure consistency across all locations.

·        Ensure inventory is stored safely, accurately, and efficiently, and maintain compliance with all organizational policies, safety standards, and applicable regulatory requirements related to storage and inventory operations.

·        Maintain comprehensive digital inventory catalogs that include product photos, specifications, storage locations, vendor information, ordering links, SKU numbers, barcode information, and other relevant inventory data.

·        Maintain inventory dashboards, reports, and data analysis tools using Microsoft Excel, Airtable, and other inventory management systems to support operational decision-making.

Other Responsibilities

·        Provide the Director of Finance with timely updates on all transportation activities, inventory movements, and logistics operations, including schedules, operational priorities, and any issues impacting daily operations.

·        Promptly communicate any significant developments affecting inventory management, distribution, or logistics to the Director of Finance, and recommend appropriate corrective actions or process improvements.

·        Partner with the Procurement Operations Manager to develop, implement, and maintain standardized procedures that ensure seamless coordination between procurement, inventory management, and distribution functions.

·        Collaborate with the Procurement Operations Manager to develop and deliver training on procurement policies, inventory control procedures, and inventory management systems.

·        Supervise inventory, logistics, and transportation staff, ensuring efficient daily operations and adherence to organizational standards.

·        Establish clear performance expectations, provide ongoing coaching, suggest professional development opportunities, and conduct regular performance evaluations.

·        Conduct routine audits of inventory, storage and logistics operations to ensure compliance with established policies, procedures, and inventory control standards.

·        Foster a culture of accountability, collaboration, operational excellence, and continuous process improvement.

·        Obtain Fear Free Certification within 30 days of hire.

·        Perform other duties and special projects as assigned by the Director of Finance or other designated supervisor.

Qualifications:

·        Bachelor's degree in Supply Chain Management, Logistics, Business Administration, Operations Management, or related field.

·        7 years of progressively responsible experience in inventory management and logistics.

·        3 years of management or supervisory experience.

·        Demonstrated experience implementing inventory control systems from the ground up.

·        Experience designing and managing inventory count procedures across multiple facilities.

·        Advanced proficiency in Microsoft Excel, including pivot tables, advanced formulas, data analysis, and reporting

·        Experience with inventory management software and ERP systems, and using inventory databases and workflows.

·        Experience creating digital inventory catalogs, barcode systems and asset tracking technologies

·        Strong project management and process improvement experience.

·        Excellent analytical, problem-solving skills, and exceptional work ethic.

·        Valid driver's license and experience driving large vehicles

·        Must be able to lift 50 lbs.

·        Experience in nonprofit, healthcare, animal welfare, or government-funded organizations is a plus.

·        APICS/ASCM certification is a preferred.

Work Environment

At ACC it's all hands-on deck. We work together as a team, which means you may be asked to help with tasks that involve working outside in all sorts of weather. As a busy animal shelter in one of the biggest cities in the world it can get noisy inside. Employees should have the ability to remain calm yet professional in stressful situations involving animals and/or members of the public. Animal Care Centers houses hundreds of animals in its facilities at any given time and with that comes fur, odors and other airborne particles in abundance. 

ACC offers many low-cost services to pets and people in need. This includes compassionate end-of-life services for people who cannot afford to go to a private veterinary office but still want to provide a professional and peaceful transition for their beloved pet. 

Reports To: Director of Finance