Job Summary

We are seeking a highly capable, commercially aware, and hands-on Operations Manager to lead and coordinate the Company's end-to-end operational activities across sales, tendering, procurement, inventory, warehousing, logistics, retail operations, and finance-related workflows.

The successful candidate must have practical experience operating within an inventory-driven commercial environment and should be able to manage the movement of business activity from customer enquiry, sales opportunity, or tender invitation through sourcing, purchasing, stock allocation, fulfilment, delivery, invoicing and revenue collection.

Preference will be given to candidates with experience in pharmaceutical distribution, medical supplies, healthcare products, wholesale distribution, importation and distribution, or a comparable multi-channel commercial environment.

Position Overview

The Operations Manager will be responsible for aligning the daily operations of Pharmaco Industries Limited with the Company's revenue, service, inventory, and growth objectives.

The position will play a central role in integrating the Company's sales, tendering, procurement, warehousing, retail, logistics, inventory, and accounting activities into a coordinated and efficient operating system.

The successful candidate must be capable of identifying operational bottlenecks, improving workflows, strengthening accountability, implementing systems and controls, and ensuring that information flows efficiently between departments.

The role requires a manager who is comfortable working at both strategic and operational levels and who can work directly with employees, systems, suppliers, customers, and Management to resolve problems and improve business performance.

Key Responsibilities

End-to-End Operations Management

Oversee and coordinate the Company's daily operational activities across sales, tendering, procurement, warehousing, inventory, retail, logistics and accounting interfaces.

Ensure that customer orders, tender awards, and sales opportunities move efficiently through sourcing, purchasing, inventory allocation, fulfilment, delivery, invoicing and collection.

Establish clear responsibilities, timelines, and accountability throughout the operational process.

Identify workflow delays, communication gaps, duplication and process failures and implement corrective measures.

Ensure that operational departments function as an integrated business system rather than as independent units.

Maintain oversight of outstanding orders, procurement requirements, tender commitments, inventory needs, deliveries and operational deadlines.

Tendering and Contract Fulfilment

Coordinate the operational requirements associated with public and private sector tenders.

Work closely with the tendering, sales, procurement, and finance functions to ensure that tender submissions are supported by accurate pricing, supplier information, product availability, lead times and fulfilment capability.

Monitor awarded tenders to ensure that purchasing, stock allocation, delivery, documentation, and contractual requirements are properly planned and executed.

Track delivery schedules, back orders, outstanding contractual commitments and potential supply risks.

Ensure that concerns affecting tender fulfilment are identified and escalated before contractual deadlines are compromised.

Procurement and Supply Management

Coordinate purchasing requirements arising from customer orders, tender awards, retail demand, sales forecasts, and minimum inventory requirements.

Work with suppliers and internal stakeholders to confirm product availability, pricing, lead times, and delivery schedules.

Monitor purchase orders and supplier commitments and intervene where delays may affect customer fulfilment.

Support the evaluation of suppliers based on reliability, cost, service, product quality, and delivery performance.

Ensure purchasing decisions are properly aligned with demand, inventory levels, business priorities, and available working capital.

Identify opportunities for improved sourcing, procurement efficiency, and cost reduction.

Inventory and Warehouse Management

Maintain operational oversight of inventory held within the Company's warehouse and retail locations.

Ensure accurate receiving, storage, stock transfers, allocation, picking, dispatch, and reconciliation.

Balance stock requirements between tender contracts, B2B customers, sales representatives, and retail locations.

Monitor minimum and maximum stock levels, inventory turnover, slow-moving stock, excess stock, ageing inventory, and stock-outs.

Ensure cycle counts and inventory verification exercises are performed and discrepancies are investigated.

Maintain effective controls over stock movement and minimise losses, incorrect allocations, unauthorised movement, and avoidable stock variances.

Ensure appropriate monitoring of expiry dates, batch information, and product traceability where applicable.

Sales Operations and Revenue Support

Work closely with the Company's sales team to ensure that operational processes support revenue generation.

Maintain visibility over sales opportunities requiring stock confirmation, purchasing, sourcing, quotations, or fulfilment support.

Identify operational barriers preventing customer opportunities from progressing to completed sales.

Establish appropriate service standards for quotations, stock confirmation, procurement responses, order processing, and delivery.

Work with sales representatives to improve forecasting and incorporate anticipated customer demand into inventory and procurement planning.

Provide Management with visibility into operational issues that may affect revenue generation or customer retention.

Order-to-Cash Management

Coordinate the operational process from confirmed customer order through delivery, invoicing, and handover to accounts receivable.

Ensure completed transactions are accurately and promptly communicated to the accounting team for invoicing.

Monitor sales documentation, delivery records, stock movements, and billing information.

Identify and resolve process failures that contribute to delayed invoicing, incorrect billing, incomplete documentation, or collection difficulties.

Support reconciliation between sales orders, inventory movements, deliveries, invoices, and outstanding customer accounts.

Work with the finance team to shorten the order-to-cash cycle.

ERP and CRM Management

Take operational responsibility for the effective utilisation of the Company's ERP and CRM systems.

Ensure employees consistently and accurately record transactions and information within the approved systems.

Standardise workflows between sales, tendering, procurement, inventory, retail, warehousing, and finance.

Identify manual processes, duplicate entries, disconnected information, and data gaps that can be reduced through improved system utilisation.

Develop reports, dashboards, and controls that provide Management with accurate and timely operational information.

Work with software providers, consultants, or internal personnel to improve system configuration, reporting, automation, and workflow efficiency.

Candidates should have practical experience using ERP and CRM platforms such as SAP, NetSuite, Odoo, Microsoft Dynamics, or comparable business management systems.

Retail Operations

Provide operational oversight of the Company's retail locations.

Ensure retail stock requirements are properly integrated with central inventory and procurement planning.

Monitor stock replenishment, transfers, availability, inventory accuracy, and Point of Sale activity.

Ensure retail inventory movements are accurately reflected within the Company's systems.

Identify opportunities to improve retail stock availability, transaction efficiency, customer fulfilment, and operational control.

Logistics and Customer Fulfilment

Coordinate warehouse, dispatch, delivery, and logistics activities.

Ensure customer orders and tender commitments are fulfilled accurately and within agreed timelines.

Monitor order preparation, dispatch, delivery performance, and supporting documentation.

Implement measures to reduce incorrect orders, incomplete deliveries, delayed deliveries, and avoidable customer complaints.

Monitor third-party logistics providers, couriers, and contractors where applicable.

Process Improvement and Standardisation

Map and document key operational processes.

Develop, implement, and maintain Standard Operating Procedures.

Identify unnecessary steps, duplication, delays, control weaknesses, and opportunities for automation.

Lead initiatives to reduce turnaround times, improve accuracy, strengthen accountability, and increase operating capacity.

Ensure procedural changes are properly communicated, implemented, and monitored.

Promote continuous improvement across all operational functions.

People and Performance Management

Provide leadership and operational direction to employees involved in the Company's operational activities.

Establish clear responsibilities, performance expectations, service standards, and accountability.

Monitor employee productivity and operational performance.

Conduct regular operational meetings and ensure outstanding matters are assigned, documented, and followed through to completion.

Identify training requirements relating to systems, inventory, operational procedures, customer fulfilment, and internal controls.

Support Human Resources and Management in addressing performance, attendance, conduct, and workplace issues affecting operational efficiency.

Promote effective communication and collaboration between sales, tendering, procurement, warehouse, retail, logistics, and accounting personnel.

The successful candidate must be comfortable working within a relatively small organisation and should demonstrate a practical, hands-on management style.

Financial and Cost Management

Monitor operational expenditure and resource utilisation.

Support operational budgeting, forecasting, and planning.

Assess the financial impact of procurement, inventory, warehousing, logistics, and operational decisions.

Identify unnecessary expenditure and opportunities for cost reduction.

Work with Management and Finance to improve working capital utilisation through better inventory management, procurement planning, and order-to-cash performance.

Compliance, Quality and Risk Management

Ensure operational activities comply with Company policies, applicable legislation, regulatory requirements, health and safety obligations, and relevant industry standards.

Maintain appropriate operational controls for pharmaceutical, medical, and healthcare-related products.

Support product integrity, traceability, inventory control, and proper storage practices where applicable.

Coordinate corrective actions arising from operational incidents, audit findings, customer complaints, or inventory discrepancies.

Identify operational risks and implement preventative or contingency measures.

Key Performance Indicators

1. The Operations Manager will be assessed against measurable operational performance indicators, including:
2. Order fulfilment rate
3. On-time delivery performance
4. Order processing turnaround time
5. Inventory accuracy
6. Inventory turnover
7. Stock-out frequency
8. Slow-moving and ageing inventory
9. Expiry management
10. Tender fulfilment performance
11. Procurement lead times
12. Supplier performance
13. Back-order levels
14. Retail stock availability
15. Order-to-invoice cycle time
16. ERP and CRM data accuracy
17. Compliance with Standard Operating Procedures
18. Operational issue resolution time
19. Customer fulfilment performance
20. Cost-reduction initiatives
21. Process improvement outcomes
22. Revenue-impacting operational delays

Qualifications

A Bachelor's Degree in Medical Sciences, Natural Sciences, Business Administration, Business Management, Operations Management, Supply Chain Management, Logistics, Procurement, or another relevant discipline is required.

Candidates with a Medical Science or Natural Science background should also demonstrate practical experience in business operations, commercial distribution, procurement, inventory management, tendering, sales support, or supply chain activities.

Professional certification or postgraduate qualifications in Supply Chain Management, Logistics, Procurement, Business Management, Operations Management, Project Management, or a related discipline would be considered an asset.

Experience

A minimum of five years of progressively responsible operational experience is required, including experience coordinating multiple commercial or operational functions.

Strong preference will be given to candidates with experience in:

1. Pharmaceutical distribution
2. Medical supplies or medical equipment
3. Healthcare product distribution
4. Wholesale distribution
5. Importation and distribution
6. Inventory-intensive commercial operations
7. Multi-channel B2B and retail operations
8. Candidates should be able to demonstrate practical experience managing or coordinating several of the following:
9. Sales operations
10. Tendering
11. Procurement
12. Commercial purchasing
13. Inventory management
14. Warehousing
15. Distribution
16. Logistics
17. Retail operations
18. Supplier management
19. Accounting or finance-related operational workflows
20. ERP systems
21. CRM systems
22. Order fulfilment

Candidates whose experience is primarily limited to general administration, hospitality, facilities management, construction operations, security operations, or other service-sector environments without significant exposure to inventory, procurement, commercial distribution, and customer fulfilment may not meet the requirements of this position.

Essential Technical Competencies

The successful candidate should demonstrate practical capability in:

1. Inventory management and stock control
2. Procurement and supplier coordination
3. B2B commercial distribution
4. Tender-related operations
5. Warehouse and logistics management
6. Multi-location inventory control
7. Order fulfilment
8. ERP systems
9. CRM systems
10. Process mapping
11. Standard Operating Procedures
12. Operational reporting
13. KPI management
14. Data analysis
15. Process improvement
16. Cost management
17. Microsoft Excel
18. Cross-functional workflow management

Knowledge, Skills and Competencies

1. Strong understanding of how sales, procurement, inventory, warehousing, logistics, invoicing, and cash flow interact within a commercial distribution business.
2. Strong commercial awareness and understanding of how operational decisions affect revenue, working capital, customer service, and profitability.
3. Strong leadership and people-management capability.
4. Excellent organisational and time-management skills.
5. Strong analytical and problem-solving ability.
6. Ability to identify root causes of operational failures and implement practical corrective solutions.
7. Strong decision-making and judgement.
8. Ability to establish priorities within a fast-moving commercial environment.
9. Excellent verbal and written communication skills.
10. Strong negotiation and relationship-management capability.
11. Ability to coordinate activities across different departments and resolve communication gaps.
12. Strong attention to detail and accuracy.
13. Ability to interpret operational data and convert findings into practical management actions.
14. Ability to manage multiple priorities and fixed deadlines.
15. Ability to operate effectively under pressure.
16. Strong ERP and CRM literacy.
17. Ability to work independently while maintaining effective collaboration with Management and other departments.
18. High levels of professionalism, integrity, accountability, and confidentiality.

Personal Attributes

The successful candidate should demonstrate:

1. Commercial awareness
2. Operational discipline
3. Accountability
4. Initiative
5. Sound judgement
6. Attention to detail
7. Professional integrity
8. Resilience
9. A strong sense of urgency
10. A practical and solution-oriented approach
11. Ability to challenge inefficient processes constructively
12. Ability to work independently
13. Ability to manage people firmly and professionally
14. Ability to move comfortably between strategic planning and hands-on operational problem-solving

Additional Requirements

1. A valid Trinidad and Tobago Driver's Permit and a personal vehicle
2. The position may require travel between Company locations, suppliers, customer sites, and other operational locations.
3. The successful candidate may occasionally be required to work outside standard business hours where urgent tenders, deliveries, inventory matters, system implementations, or other operational requirements require management attention.

APPLICATION REQUIREMENTS

Applicants should submit a current résumé demonstrating relevant operational experience.

Candidates shortlisted for interview should be prepared to explain the end-to-end operational processes they have personally managed, including the interaction between sales, procurement, inventory, warehousing, delivery, invoicing and collection.

Candidates should also be prepared to identify the ERP, CRM, inventory management, or business management systems they have previously used.

Only applicants whose experience demonstrates a strong alignment with the operational requirements of an inventory-based commercial distribution business are likely to be shortlisted.