Chief Operating Officer

The Chief Operating Officer (COO) at True Grade will oversee all company operations with a special focus on optimizing the warehouse and logistics functions, compliance, staff management, and cross-departmental productivity. This role is crucial in driving operational efficiency, setting measurable KPIs, and fostering a culture of continuous improvement to support True Grade’s strategic vision. 

DUTIES AND RESPONSIBILITIES 

Warehouse and Logistics Oversight 

• Receiving and Put Away: Develop streamlined processes for inbound shipments, ensuring efficient receiving, inspection, and organization in collaboration with the Warehouse Manager. Regularly evaluate procedures to minimize wait times and improve throughput. 
• Inventory Management: Establish robust inventory control systems, ensuring accurate record-keeping and optimal stock levels. Work with the Warehouse Manager to develop inventory management strategies that reduce waste, avoid stockouts, and improve cost efficiency. 
• Best Freezer Operations: Ensure the smooth functioning of freezer logistics, including storage, handling, and dispatching of goods. Oversee adherence to temperature controls and handling procedures to meet both internal and customer standards. 
• Order Fulfillment and Selection: Collaborate with warehouse leadership to manage selection and order preparation, ensuring that the team meets accuracy and timeliness benchmarks. Implement quality control processes to enhance fulfillment accuracy. 

Compliance and Safety 

• Regulatory Compliance: Maintain oversight of USDA and USDC compliance, ensuring all warehouse activities meet regulatory requirements. Regularly audit processes to confirm adherence and adjust protocols in response to changes in regulations. 
• Warehouse Safety and Compliance: Develop, implement, and monitor safety protocols within the warehouse environment. Oversee regular safety training, conduct hazard assessments, and ensure that all staff follow PPE requirements and safety guidelines. 

Technology and Systems 

• Warehouse Management Systems (WMS): Drive the integration and effective use of WMS and ERP systems, working with the IT team to ensure systems meet operational needs. Train staff and managers on best practices for leveraging technology to enhance efficiency. 
• Process Automation: Identify opportunities for automation within warehouse and logistics functions, such as order tracking, inventory updates, and performance monitoring, to reduce manual workload and improve accuracy. 

Budgeting and Cost Control 

• Expense Management: Monitor and manage operational costs, identifying cost-saving opportunities within warehousing, inventory handling, and logistics. Regularly review expenditures against budget and implement strategies to improve cost-effectiveness. 
• Resource Allocation: Collaborate with finance and department heads to ensure optimal allocation of resources, minimizing overtime expenses and balancing workload to align with business needs. 

Staff Management and Development 

• Team Leadership: Work closely with the Warehouse Manager to train, motivate, and manage warehouse staff. Set performance expectations and provide coaching and development opportunities to promote employee growth and operational excellence. 
• Performance Reviews and Feedback: Oversee regular performance evaluations, giving constructive feedback and setting performance improvement plans as needed. Support a positive and productive work environment to improve employee retention and engagement. 

Communication and Reporting 

• Cross-Functional Collaboration: Maintain clear communication channels between warehouse, logistics, customer service, and sales teams to ensure alignment on operational priorities, schedules, and expectations. 
• Performance Metrics and Reporting: Implement a system for tracking key operational metrics such as warehouse productivity index, overtime percentage, order accuracy, and on-time delivery. Provide regular updates to senior management with actionable insights based on performance data. 

Warehouse Safety and Compliance 

• Safety Inspections and Training: Schedule and lead regular safety inspections and training sessions, ensuring a safe working environment. Stay updated on safety standards and make adjustments to protocols as necessary. 

Process Improvement and Optimization 

• Continuous Improvement Initiatives: Drive Lean and Six Sigma methodologies to identify and eliminate inefficiencies across operations. Work with the Warehouse Manager to enhance workflow, reduce order processing times, and maximize labor productivity. 
• Best Practices Implementation: Benchmark operations against industry standards, implementing best practices to improve workflow and increase output without compromising quality. 

Customer Service and Communication 

• Customer-Centric Operations: Ensure customer needs are met by maintaining a focus on accuracy and timely order fulfillment. Establish protocols for handling inquiries, delays, and issues to maintain high customer satisfaction. 
• Liaison with Sales and Customer Service Teams: Regularly meet with sales and customer service teams to review order status, inventory availability, and resolve any logistical challenges that may impact customer expectations. 

KPIs (Key Performance Indicators) 

• Warehouse Productivity Index: Measure overall productivity, factoring in order throughput, labor efficiency, and resource utilization to drive continuous improvement in outbound operations. 
• Overtime Percentage: Monitor overtime rates to assess workforce efficiency and ensure optimal staffing, adjusting schedules or resources as necessary. 
• Order Accuracy Rate: Track the accuracy of order preparation and fulfillment, setting high standards to minimize errors and maintain customer satisfaction. 
• Inventory Accuracy: Maintain high standards of inventory record-keeping, with monthly audits to confirm accuracy and reduce discrepancies. 
• Cost per Order Fulfilled: Measure and manage cost per order, seeking opportunities to streamline processes and reduce fulfillment expenses. 

QUALIFICATIONS 

Education: Bachelor’s degree in operations management, Supply Chain, Business Administration, or a related field; an MBA or similar advanced degree is preferred. 

Experience: 10 years of experience in an operational leadership role, ideally with warehousing or logistics oversight; a strong background in KPI-driven performance management is essential. 

Skills: 

• Expertise in warehouse and logistics management software 
• Strong leadership and strategic decision-making skills 
• Experience in regulatory compliance and safety. 
• Analytical and data-driven approach to process improvement 

COMPETENCIES:  

1. Leadership: The ability to inspire, motivate, and guide a team of warehouse associates to achieve operational goals and objectives. Leadership involves setting clear expectations, providing direction, and fostering a positive work culture to drive productivity and employee engagement. 
2. Strategic Planning and Execution: Involves the ability to develop long-term plans that align with the organization's vision and objectives, and the capability to implement these plans effectively. This competency requires a comprehensive understanding of the business environment, the foresight to anticipate future trends, and the discipline to ensure that strategic initiatives are carried out successfully. 
3. Problem-Solving Abilities: The capability to identify, analyze, and resolve complex challenges and issues encountered in outbound warehouse operations. Problem-solving abilities involve critical thinking, resourcefulness, and the ability to implement practical solutions to improve workflow efficiency and overcome obstacles. 
4. Communication Skills: Effective verbal and written communication skills to convey instructions, provide feedback, and collaborate with internal teams, external partners, and customers. Communication skills enable the Outbound Warehouse Manager to facilitate smooth coordination, address issues proactively, and maintain transparency in all communications. 
5. Logistical Acumen: A deep understanding of logistics principles, transportation methods, and supply chain processes relevant to outbound warehouse operations. Logistical acumen involves knowledge of shipping regulations, carrier options, and route optimization strategies to streamline shipping processes and minimize costs. 
6. Customer Focus: A commitment to meeting and exceeding customer expectations through timely and accurate order fulfillment, responsive communication, and proactive problem-solving. Customer focus involves empathy, responsiveness, and a dedication to delivering exceptional service to internal and external stakeholders. 
7. Continuous Improvement Mindset: A proactive approach to identifying opportunities for process optimization, workflow improvements, and performance enhancements in outbound warehouse operations. A continuous improvement mindset involves seeking feedback, analyzing data, and implementing best practices to drive efficiency, productivity, and cost savings. 
8. Monitoring and Adaptation: Continuously monitoring the progress of strategic initiatives, evaluating their impact, and making necessary adjustments to stay on track with organizational goals. 

PHYSICAL DEMANDS AND WORK ENVIRONMENT:  

• Cold storage environment with temperatures ranging from -20°F to 0°F. 
• Occasionally required to walk. 
• Continually required to sit. 
• Continually required to talk or listen. 
• Continually utilize visual acuity to read technical information, and/or use a keyboard. 
• Occasionally required to work in a freezer warehouse environment.