Assistant Manager (Inventory & Distribution Operations)

Job Description

Job Description

Assistant Manager (Inventory & Distribution Operations)

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SCOPE OF RESPONSIBILITY

The Assistant Manager, Inventory & Distribution is responsible for overseeing inventory planning, product distribution, customer fulfillment, and operational performance to ensure the safe, compliant, and efficient management of blood components and related products. This position provides leadership to Inventory Supervisors, Inventory Team Leads, and Distribution personnel while supporting demand planning, product allocation, imports and exports, customer service, and continuous improvement initiatives. The Assistant Manager collaborates closely with Hospital Services, Component Production, Quality, Logistics, Donor Collections, and external blood centers to optimize inventory utilization, maintain service levels, and support organizational objectives.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Direct and oversee daily inventory and distribution operations to ensure appropriate product availability, inventory accuracy, and customer service performance.

• Review inventory dashboards, production reports, release projections, and operational metrics to assess current inventory status and anticipated demand.

• Evaluate inventory levels and distribution requirements and adjust product allocation strategies to support customer commitments and minimize product waste.

• Manage fulfillment of hospital and specialty product requests while balancing inventory constraints and organizational priorities.

• Oversee imports, exports, resource-sharing activities, and inter-center product transfers to optimize inventory availability and utilization.

• Ensure operational readiness by monitoring workflow, staffing levels, supply availability, documentation completion, and departmental organization.

• Resolve operational issues impacting inventory availability, distribution performance, and customer service.

• Serve as a key operational resource and escalation point for inventory and distribution-related concerns.

Demand Forecasting and Integration (15%)

• Lead daily inventory forecasting activities through analysis of inventory dashboards, production projections, utilization trends, standing orders, and customer demand patterns.

• Collaborate with Component Production, QC Laboratory, Hospital Services, Logistics, Donor Collections, and external blood centers to align supply with anticipated demand.

• Monitor anticipated platelet, RBC, plasma, and specialty product releases to support inventory planning and distribution decisions.

• Review historical utilization and forecasted demand to identify inventory risks, shortages, excess inventory, and potential outdates.

• Develop and implement inventory allocation strategies that maximize product utilization and customer service levels.

• Coordinate resource-sharing opportunities and product acquisition strategies to support customer needs and organizational goals.

Inventory Planning (15%)

• Oversee inventory planning activities to maintain adequate levels of whole blood, red blood cells, platelets, plasma products, and specialty components.

• Manage imports, exports, product transfers, and specialty product distribution activities.

• Coordinate fulfillment of customer orders, standing orders, and emergency product requests.

• Ensure inventory management practices support proper stock rotation, product integrity, and waste reduction.

• Monitor and report inventory utilization, product availability, outdates, and distribution trends.

• Oversee distribution logistics for customer shipments, special research programs, and external laboratory partnerships.

Quality & Regulatory Compliance (15%)

• Ensure compliance with FDA, AABB, cGMP, organizational policies, and applicable regulatory requirements.

• Lead investigations involving inventory variances, customer complaints, operational incidents, and quality events.

• Initiate and manage Quality Events (QEs), corrective actions, root cause investigations, and process improvement activities.

• Monitor Hospital Quality Metrics and operational compliance indicators.

• Ensure all inventory, distribution, shipment, and documentation activities meet established quality standards and procedures.

• Support internal audits, regulatory inspections, and quality improvement initiatives.

• Ensure inventory storage, handling, transportation, and distribution activities maintain product integrity and traceability.

People Leadership (30%)

• Directly supervise Inventory Supervisors and provide leadership support to Inventory Team Leads and Inventory Specialists.

• Establish performance expectations and hold team members accountable for operational, quality, and customer service objectives.

• Review employee performance, conduct evaluations, and support succession planning and staff development efforts.

• Manage staffing, scheduling, PTO administration, timecard reviews, and overtime monitoring.

• Participate in recruitment, interviewing, hiring, onboarding, and retention activities.

• Provide coaching, mentoring, and guidance to supervisors and team leaders to strengthen leadership effectiveness.

• Foster a culture of accountability, collaboration, safety, customer service, and continuous improvement.

Training Competency & Continuous Improvement (25%)

• Ensure employees maintain required competencies through training, coaching, and ongoing development activities.

• Support training programs related to inventory management, distribution operations, regulatory compliance, and customer service.

• Track and analyze departmental KPIs to identify opportunities for operational improvement.

• Lead process improvement initiatives focused on inventory optimization, service performance, waste reduction, and operational efficiency.

• Review operational reports and performance metrics to develop action plans and drive accountability.

• Participate in strategic planning and departmental initiatives designed to improve operational effectiveness.

• Promote continuous learning and implementation of industry best practices.

Supervisory Responsibility

· Execute supervisory responsibilities in accordance with organizational policies, procedures, and applicable laws and regulations.

· Participate in interviewing, selection, and onboarding of employees; plan and assign work; and provide day-to-day direction and support to staff.

· Manage employee performance through ongoing coaching, feedback, performance evaluations, and support for corrective action processes.

· Assist the Manager in addressing employee relations matters, operational issues, and workplace concerns, ensuring timely and appropriate resolution.

Tips to thrive in our culture:

• Embody our Core Values of Commitment, Integrity, and Respect

• Work to actively create experiences that inspire others to save lives, each and every day.

• Embrace doing it right, making connections, and creating desired experiences.

• Comply with all organizational policies and standards, including safety rules, and be willing to report actual and potential violations to the appropriate supervisor or manager.

Required Qualifications:

Education

• Bachelor’s degree from an accredited college or university required; preferred fields include Medical Technology, Clinical Laboratory Science, Biology, Chemistry, Life Sciences, Business Administration, Supply Chain, or a related discipline.

Experience

• 5 – 8 years of progressive laboratory, supply chain, manufacturing, or operational experience.

• 1 - 3 years of supervisory or people leadership experience.

• Experience working within FDA-regulated or highly regulated healthcare environments.

• Demonstrated advanced knowledge of manufacturing operations.

• Excellent attention to detail and organizational skills.

• Strong communication, problem-solving, and critical-thinking abilities.

• Ability to manage multiple priorities and make sound decisions in a fast-paced environment.

Preferred Qualifications

• Current HIPAA certification.

• Familiarity with continuous improvement methodologies (e.g., Lean, Six Sigma) or structured laboratory improvement programs.

• Knowledge of FDA regulations, AABB Standards, FACT Standards, cGMP, CAPA, RC and quality management systems.

• Experience working in a cleanroom or controlled manufacturing environment.

• Experience in managing quality systems and regulatory inspections.

• Demonstrated advanced knowledge of blood component processing.

Working Conditions & Physical Demands:

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position operates within laboratory, manufacturing, cleanroom, and biologics processing environments.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to operate a computer and other office machinery and remain in a stationary position. The employee must frequently lift and/or move materials up to 50 pounds. Employees are required to be familiar with and abide by the team lift requirements as specified in the Safety Program. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

Ability to stand for extended periods and perform repetitive laboratory activities.

Ability to work in laboratories, manufacturing, and refrigerated environments. Ability to wear required personal protective equipment (PPE).

Travel: None.

Schedule: The role may require shift work, weekends, holidays, and participation in emergency or critical product processing activities as needed.

Must be available and willing to work such overtime and/or weekends and holidays as Gulf Coast Blood determines are necessary or desirable to meet its business needs.

Who We Are:

Since 1975, Gulf Coast Blood has been one of the nation’s largest community blood centers, serving 170 hospitals across 26 counties. Headquartered in Houston, we support the world’s largest medical complex—the Texas Medical Center—while operating 18 donor centers and hosting more than 7,000 mobile blood drives each year. As an FDA-accredited nonprofit, we provide high-quality human cellular material for both scientific and therapeutic use.

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EQUAL OPPORTUNITY EMPLOYER STATEMENT

Gulf Coast Blood is an Equal Employment Opportunity Employer. Qualified applicants for positions are considered without regard to race/ethnicity, color, religion, national origin, age, pregnancy, sex, sexual orientation, gender identity, transgender status, military status, protected veteran status, disability status, genetic testing results, or any other basis or characteristic prohibited by applicable law, statute, regulation or Executive Order.