Operations Manager
Maine/Atlantic Valve & Fitting Companies (Northern/Bangor, Maine)

Salary:: View salary range

Salary Details:: Bonus

Position Type:: Fulltime

Ref Code:: 73620642

Minimum Career Level:: Manager (Manager/Supervisor of Staff)

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1.0 BASIC FUNCTION

The basic function of the Operations Manager is to insure that Maine/Atlantic Valve & Fitting Companies enjoys quality efficient services, free of errors and waste, in the areas of Purchasing, Inventory Control, Quoting, Order Entry, Customer services, ISO compliance, Integrated Services and Vendor Relations.

1.1 PHYSICAL. The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this job.

Body positions: While performing the duties of this job, the employee is regularly required to sit for prolonged periods of time.

Body movements: The employee must have a full range of body movements including use of hands to finger, handle, or feel objects, computer equipment and peripherals; and bending, reaching, and crouching.

Body senses: Must have command of all five senses: sight, hearing, touch, smell and taste. Specific vision abilities required include close vision, depth perception, and the ability to adjust focus. These vision requirements in each area must be sufficient to shift in focus from computer screens to close forms.

Strength: Must have the ability to lift up to twenty kilograms with regularity.

1.2 WORKING CONDITIONS. This position will be working primarily indoors in a climate controlled, smoke free environment, but also requires the employee to be moving through other areas on a regular basis. The employee will encounter varying temperatures from these areas. Travel in all types of weather, including rain and snow conditions, may be required from time to time.

2.0 AUTHORITY

The Operations Manager is selected and appointed by the President and has been delegated the following authorities to successfully accomplish all of the duties and responsibilities of this position:

2.1 Hire and fire within pre-determined guidelines and pre-approved plan.

2.2 Purchase inventory in accordance with established purchasing criteria.

2.3 Purchase warehouse and office supplies and material within pre-approved budgets limits.

2.4 Delegate deliveries and direct SMV responsibilities from time to time.

3.0 DUTIES AND RESPONSIBILITIES

PURCHASING

3.1.1 Run PSL each day and order in what material is required to fill orders and replenish stock

3.1.2 Transfer back orders from other regional warehouses

3.1.3 Purchase when necessary from other distributors

3.1.4 Photocopy items on backorder for future tracking

3.1.5 Look at the discount schedule to make sure we are getting the best discount for that particular item

3.1.6 Organization and management of purchase order paperwork

Backup for this position will be Inside Sales.

IVENTORY CONTROL

3.1.7 Run reports for daily cycle counting

3.1.8 Enter counts into DMS (Distributor Operating System)

3.1.9 Check and see if can figure out why discrepancy in stock

3.1.10 Enter prices into DMS for new/existing blanket contracts

3.1.11 Backup: Warehouse Manager / Manager of Finance and Administration

3.2 ORDER ENTRY

3.2.1 Add new customers into system as required

3.2.2 Order entry which are received via phone, fax, e-mail and walk-ins

3.2.3 Order entry – VMI, stock withdrawal, invoicing and filing

3.2.4 Pack orders for walk-ins if shipper/receiver busy

3.2.5 Answer phone

3.2.6 Pull Purchase Orders and attach to Swagelok Packing List

3.2.7 Organize orders that need to be shipped out each day

3.2.8 Review pick lists that do not have a match and take appropriate action (ie change dates, find order and ship etc)

3.2.9 Enter stock into DMS then notify Order desk so Swagelok invoices can be entered

3.2.10 Review delivery delay report and take appropriate actions if necessary

3.2.11 Responsible for tracking back orders, regional delivery updates, and take necessary actions – inform customers, changes ship dates on orders and update in computer. (looking at sharing with Warehouse Manager)

3.2.12 Factory Order Acknowledgments: when confirmed shipment dates received then expected date is marked on order (for ISO purposes) and then ship dates are updated in computer

3.2.13 Factory communications – Follow up messages, Expediting material

3.2.14 Issue Certificates when required

3.2.15 New customers – send credit applications and after credit approved enter in computer if not done by accounting

3.2.16 Enter new inventory items into system determining correct product group & cost

3.2.17 Factory response file – follow up with factories in timely manner.

3.2.18 Review inventory General Ledger Journal – if okay then close orders; if not okay then do not close orders and forward to Accounting Dept.

3.2.19 Check back orders that still appear in PPD (inventory picking system) when DMS clearing function is performed

Backup: Inside Sales / Manager of Finance and Administration

3.3 CUSTOMER SERVICE

3.3.1 Process customer requests for quote within established guidelines detailed within the applicable ISO Procedure.

3.3.2 Product returns for credit: determine appropriate restock charges; fax request to return form to sale representative who will contact customer; if sales representative agrees to lower restock charge notify accounting; issue credits to customers when necessary.

3.3.3 Process all necessary paperwork for return to Swagelok and forward to accounting

3.3.4 Customer Complaints

3.3.5 Forward Technical request to Sales

3.3.6 Check for messages each morning

Backup: Inside Sales

3.4 VENDOR RELATIONS & Integrated Services

3.4.1 Work with Swagelok re deliveries, technical questions, quotes

3.4.2 Work & perform Integrated Services – all tasks

3.4.3 Outsource program follow up and involvement

3.4.4 Swagelok approvals for assemblies and outsourcing

3.4.5 Report President in a summary format items that require his follow-up

3.4.6 Backup: Inside Sales