Warehouse Supervisor

Role Overview

Warehouse Supervisor at Deluxe Holiday Homes. The role owns operational integrity across Warehouse 45, Warehouse 47, and Fujairah warehouse, ensuring all items are documented and traceable, the Inflow system reflects physical reality, and the Head of Operations receives reliable weekly visibility into warehouse performance.

Role Purpose

To ensure complete operational control and accountability of three warehouses by maintaining accurate Inflow records, preventing stockouts, governing the goods receipt process, executing 80 to 110 weekly deliveries across Dubai and UAE, managing two Shift Leaders and three Warehouse Team Members, and providing the Head of Operations with independent, reliable performance reporting.

Key Responsibilities

Inflow/ERP System Ownership

• Review Inflow every morning by 09:00 for negative stock entries, items without a corresponding GRN, and unconfirmed dispatches from the previous day.
• Investigate and correct negative stock entries within 24 hours.
• Approve all Inflow quantity adjustments with documented approval and stated reason; verbal approvals do not count.
• Ensure every goods receipt in Inflow is backed by a signed physical GRN with matching quantities.
• Ensure every item dispatched has an Inflow invoice or issue record created before it leaves the warehouse, regardless of order size, urgency level, or requestor.
• Lead the monthly physical stock count of all 294 SKUs or more on the last Saturday of each month.
• Compare stock count results to Inflow data.
• Investigate variances above 2% per SKU with written root cause analysis submitted to the Head of Operations by the following Monday.

Stock Control and Replenishment

• Set Reorder Points (ROP) for all stock categories within 30 days of joining using the formula: ROP = (Average Daily Usage x Supplier Lead Time in Days) + Safety Stock.
• Document all ROPs in the Reorder Tracker (WH-TRK-002).
• Review the reorder tracker daily at 10:30.
• Raise purchase requests the same day for any item at or below its ROP.
• Raise purchase orders in Inflow for all approved procurement.
• Monitor expected delivery dates actively and follow up with suppliers directly if delivery is late by more than 2 days.
• Maintain an approved supplier register with contact details, service categories, last order dates, and agreed rate cards.
• Ensure bulk consumables (soap, shampoo, bath gel, professional cleaning products) maintain a minimum 30-day supply at all times.
• Ensure no HK consumable, cleaning chemical, or maintenance part runs out.
• Stock all onboarding items according to requirements and the number of upcoming onboarding.

Goods Received Note (GRN) Process Governance

• Ensure every supplier delivery is physically counted item by item before any Inflow entry is made.
• Review a sample of GRNs daily and the full GRN file each morning.
• Enforce that GRN forms are signed by both the Shift Leader and supplier representative.
• Refuse any delivery where the supplier cannot or will not sign a GRN, or hold until documentation is provided.
• Log short deliveries on the GRN, notify the Supervisor, and chase the supplier within 24 hours for the balance or a credit note.
• Approve all over deliveries before entry into Inflow; hold excess separately or return to supplier.
• Photograph damaged goods received before any item is moved.
• Note damaged goods on the GRN and raise a supplier claim within 48 hours.
• Conduct monthly GRN compliance audit comparing signed GRNs to Inflow goods receipts for the period.
• Investigate any receipt without a matching GRN within 24 hours as a compliance failure.

Delivery Operations

• Review the daily dispatch tracker (WH-TRK-001) every morning.
• Personally investigate any delivery unconfirmed from the previous day before 10:00.
• Update PMS accordingly and keep the support team in the loop.
• Enforce delivery priority standards: emergency guest delivery within 30 minutes of request; same-day HK delivery within 2 hours; scheduled morning delivery pick completed by 07:00; scheduled evening delivery pick completed by 16:00; ONB property delivery staged 24 hours before activation.
• Enforce the delivery confirmation standard: driver sends a photo of delivered items at the property within 5 minutes of delivery.
• Ensure the Shift Leader logs confirmation in the dispatch tracker.
• Coordinate with the ONB coordinator for upcoming property activations.
• Stage ONB items and ensure they are ready 24 hours before each activation date without exception.
• Track monthly delivery confirmation rate with a baseline of 79 to 87% in June 2026 and a target of 95% within 90 days.

Team Management

• Manage two Shift Leaders (one fixed morning, one fixed evening) and three Warehouse Team Members.
• Assign Shift Leader A to the morning shift (07:30 to 16:30) permanently.
• Assign Shift Leader B to the evening shift (14:30 to 23:30) permanently.
• Rotate days off within each shift while maintaining permanent shift ownership.
• Set and publish the roster.
• Conduct a weekly 20-minute structured 1-on-1 with each Shift Leader covering last week's delivery accuracy, GRN compliance, handover log quality, and any open team or stock issues.
• Keep brief written notes after each 1-on-1 session.
• Review Shift Leader KPI scores monthly and provide written feedback.
• Follow a documented performance process for issues: verbal coaching first, written note second, formal warning third.
• Document each step and inform the Head of Operations on the same day a formal step is taken.
• Ensure every Team Member has a clear understanding of their picking assignment, assigned rack section, and GRN counting responsibilities.
• Require all new team members to complete SOP training within 5 working days of joining.
• Approve leave requests with minimum 5 working days notice for planned leave.
• Require unplanned leave to be communicated directly by phone call; WhatsApp messages are not sufficient notification.

Shift Handover Management

• Utilize the 14:30 to 16:30 overlap between shifts as the daily handover window.
• Ensure the morning Shift Leader briefs the evening Shift Leader on pending deliveries, GRN discrepancies, flagged stockouts, and any unresolved issues.
• Ensure a physical handover log is completed at every shift transition.
• Require the incoming Shift Leader to sign the handover log to acknowledge receipt.
• Review the handover log every morning as the first task of the day.
• Ensure the evening Shift Leader prepares and posts the next day's delivery schedule for drivers by 23:00 each night.
• On nights with no evening Shift Leader on duty, ensure the morning Shift Leader completes this remotely before 23:00 as a non-negotiable operational responsibility.
• Ensure the evening Shift Leader sends a handover message to GRO by 23:00 each night listing any open deliveries or issues from the evening that require morning follow-up.

Returns, Damages and Claims

• Triage returns on arrival into three categories: good condition (returned to shelf via Inflow receipt), repairable (staged in repair area with vendor arranged), or write-off (held for Supervisor approval).
• Sign off on all write-offs.
• Inform the Head of Operations before making Inflow adjustments for items above AED 500.
• Make appliance repair decisions in consultation with the Maintenance Manager for technical items.
• Log every appliance sent for repair with item, serial number if available, property origin, vendor, quoted cost, expected return, actual return, and final cost.
• Raise supplier claims for damaged deliveries within 48 hours of receipt using GRN photographs as primary evidence.
• Submit monthly write-off summary to Head of Operations including total units, total value, and root cause breakdown.

Reporting

• Submit weekly report every Friday by 17:00 directly to the Head of Operations (not routed through Maintenance Manager, HK Manager, or any other department head).
• Include in weekly report: total deliveries completed and confirmation rate, GRNs processed, stockout count and items affected, Inflow discrepancies found and corrected, team attendance, pending purchase orders and status, and open supplier claims.
• Submit monthly stock count report by the Monday after the count.
• Include in monthly report: all 294 SKUs counted, variances found, adjustments made with documented reasons, root causes identified, and process improvements recommended.
• Make same-day escalation (