Warehouse & Fulfilment Supervisor

2 weeks ago

London, United Kingdom National Portrait Gallery Full time

**Salary**: £26,625

Full-time 40 hours per week

Fixed Term Contract 22 months

Remote/ Hybrid Site based

Working pattern: Monday to Friday
- (Flexibility with working hours is essential as the post holder will be required to work_
- early mornings and occasional weekends)._

**Role Purpose**

Reporting to the Retail Manager, the Warehouse and Fulfilment Supervisor is responsible for the smooth running of the warehouse, incoming and outgoing deliveries, fulfilment of online orders and the accurate updating and maintenance of the EPOS system.

**Key Accountabilities**
- Receiving delivered goods for the Commercial department and physically transferring them from delivery point to the retail warehouse location.
- Separating delivered goods for internal departments and organising delivery to various collection points with in-house and communicating this to internal teams.
- Checking, counting and receiving stock deliveries, monitoring and investigating discrepancies, damages, any shortages and maintaining and updating online inventory.
- Responsibility for goods received, stock transfers and stock adjustments on to the stock control system (RMS) and associated filing of paperwork.
- Ensuring that returns and write-downs are identified, agreed and dealt with in a regular, timely and efficient manner. Allocating written off stock to be kept for reuse, recycled or disposed of.
- Arranging and keeping accurate records for incoming and outgoing consignments, including accuracy of data entry on the stock control system.
- Managing stock orders, picking and packing for online, telephone, trade, internal orders and the retail and publishing department.
- Ensuring all outgoing shipments are packed to a high standard ensuring the safe delivery of orders and reduce damages as far as possible.
- Using the online system to record fulfilled orders and add tracking information.
- Using various courier’s portals, to ship online, telephone, trade and publishing orders. Create customs invoices, selecting appropriate shipping and insurance options in a cost effective way based on knowledge of products and shipping processes.
- Point of contact for courier account managers and shippers, communicating regularly on new processes and delivery issues.
- Liaise with trade businesses, museums and third party shippers to arrange trade shipments and delivery, including providing documentation for customs clearance.
- Operating the warehouse Print On Demand system, downloading, printing, framing and raising receipts. Ordering specialist printer and paper supplies, ensuring inventory is well-stocked to cover potential sales.
- Point of contact for Print On Demand suppliers, assisting with new products, processes and system updates.
- Overseeing the annual stock take and conduct and manage a rolling programme of interim and spot stock checks, including assisting the auditors with any requested information.
- Responding to queries from finance regarding year end processes and audits.
- Ordering warehouse, packing and retail supplies.
- Promoting sustainable working practices and reducing the environmental impact of the Gallery’s operations in line with its Sustainability Statement.
- Maintaining processes for managing the credits and returns of books.
- Advise on and lead new and improved warehouse and fulfilment processes in line with best practices and trends in the sector and to ensure activities meet our sustainability policy.
- Responsible for the organisation of warehouse and fulfilment spaces.
- Line managing the Warehouse Assistant
- Other duties/projects as required.

The postholder will be expected to demonstrate relevant knowledge and experience in relation to these aspects of the role.
- This job description is indicative but not exhaustive. As such, in addition to the key accountabilities and responsibilities listed the post holder may be required to perform other duties commensurate with the scope and/or level of the role._

**Person Specification**

**Qualifications and Experience**
- Demonstrable experience working in a warehouse environment or in a similar role, with a good understanding of all aspects involved in retail processes, ideally within a museum or other similar organisation.
- Experience of ecommerce order processing and digital printing would be desirable.

**Skills and Attributes**
- Self starter who is able to manage their workload with mínimal supervision.
- Good physical fitness and the ability to manually handle high volumes of items.
- A good team player, who is flexible, reliable and willing to help others.
- Excellent time management skills and the ability to prioritise and manage multiple and competing tasks to meet deadlines.
- A drive to deliver excellent customer service - both external and internal customers.
- Good interpersonal skills and the ability to communicate confidently and effectively at all levels and across departments.
- Attention to detail and respect for accurate data entry and

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