Inbound Manager – Pharma Distribution Center

Role Overview:

The Inbound Manager Responsible for managing and controlling all inbound operations including receipt, verification, put-away, and documentation of pharmaceutical products. The role ensures compliance with GDP (Good Distribution Practices), cold chain management requirements, and regulatory standards while maintaining high accuracy and efficiency in warehouse operations.

Key Responsibilities:

1. Inbound Operations Management

• Plan, organize, and monitor all inbound activities including unloading, inspection, and storage of pharmaceutical products.
• Ensure timely and accurate receipt of goods from suppliers and inter DC.
• Coordinate with procurement, quality, and inventory teams to verify product quantities and batch details against purchase orders.
• Oversee put-away and bin allocation as per product storage requirements (ambient, cold chain, controlled substances).

2. Quality & Compliance

• Ensure all inbound operations comply with Good Distribution Practices (GDP), Good Storage Practices (GSP), and relevant national regulatory standards (e.g., CDSCO, FDA).
• Maintain records of temperature logs, COAs (Certificates of Analysis), and vendor documentation.
• Liaise with the Quality Assurance (QA) team for product release, quarantine, and rejected goods handling.
• Conduct regular audits and ensure adherence to safety, hygiene, and pharmaceutical handling protocols.

3. Team & Process Management

• Supervise and train inbound warehouse staff on SOPs related to pharma handling, documentation, and inventory accuracy.
• Develop efficient inbound processes to reduce turnaround time and minimize discrepancies.
• Coordinate with transport and logistics partners to manage inbound scheduling and vehicle turnaround times.
• Implement continuous improvement initiatives (Lean, Kaizen, 5S) to enhance inbound productivity.
• Develop rosters and shift plans based on daily and weekly inbound load forecasts to ensure optimal manpower utilization.
• Monitor attendance, allocate resources dynamically to high-load zones, and manage overtime or temporary staffing as needed.
• Coordinate with HR and Operations teams to ensure adequate coverage during peak periods, holidays, and audits.

4. Inventory Control & System Management

• Ensure accurate GRN (Goods Receipt Note) posting and real-time inventory updates in the Warehouse Management System or ERP.
• Manage FIFO/FEFO processes to maintain product integrity and traceability.
• Investigate and resolve inbound discrepancies, damages, and claims.
• Work closely with outbound and inventory teams for seamless stock movement and accuracy.

5. Reporting & Coordination

• Prepare daily, weekly, and monthly reports on inbound performance metrics (receiving accuracy, lead times, discrepancies, etc.).
• Collaborate with procurement and planning teams to forecast inbound volumes and align manpower and space requirements.
• Escalate vendor-related issues and support supplier performance evaluation.

Qualifications & Experience:

• Education: Bachelors degree in Supply Chain Management, Logistics, Pharmacy, IT, Computer Science, or related field.
• Experience: 510 years of experience in inbound or warehouse operations, preferably in pharmaceutical or healthcare distribution or IT operations within a pharma distribution environment.
• Technical Skills:
• Knowledge of WMS/ERP systems and IT platforms supporting pharma distribution processes.
• Understanding of cold chain management and pharma compliance standards.
• Strong knowledge of inventory control, receiving processes, quality assurance protocols, and relevant IT-related documentation and compliance.
• Soft Skills: Strong leadership, problem-solving, communication, and documentation abilities with a professional IT approach.

Key Performance Indicators (KPIs):

• Receiving accuracy (99.9 % of GRNs without discrepancy)
• Turnaround time for inbound processing 24 Hrs
• Compliance audit score (GDP/GSP adherence)
• Damage/rejection rate 0.1%
• Inventory accuracy and on-time posting rate 99.9%
• Staff productivity and training compliance

Preferred Attributes:

Experience in managing 3PL (Third-Party Logistics) staff and coordinating inbound operations through outsourced manpower.

Proven record of improving inbound efficiency and compliance in a regulated pharmaceutical distribution environment.

Experience handling temperature-sensitive and controlled pharmaceutical products.

Strong analytical mindset with the ability to drive process optimization and continuous improvement initiatives, with added strength in leveraging IT tools and systems.