Logistics & Supply Chain Specialist

Position Overview

The Logistics & Supply Chain Specialist will oversee and coordinate all domestic and international shipments from our factories in Egypt, the Philippines, and China to customers throughout the United States and globally. This role will ensure seamless communication between our manufacturing partners and our 3PL fulfillment center, Bailey’s in Utah, while maintaining optimal inventory levels to support our eCommerce platforms and showroom partners nationwide.

This position is critical to maintaining our service standards, delivery timelines, and inventory accuracy across all sales channels.

Core Responsibilities

1. International & Domestic Logistics Coordination

Coordinate all shipments from factories to the U.S. and international destinations
Manage freight forwarders, carriers, and customs documentation
Oversee inbound shipments to Bailey’s (Utah 3PL)
Monitor transit timelines and proactively address delays
Ensure compliance with import/export regulations

2. 3PL & Warehouse Coordination

Work closely with Bailey’s to manage inbound receiving schedules
Ensure accurate inventory intake and reconciliation
Coordinate outbound fulfillment priorities when necessary
Monitor warehouse performance metrics

3. Inventory Management

Maintain accurate inventory levels across all SKUs
Forecast replenishment needs based on sales trends
Ensure sufficient stock levels for:
eCommerce partners
Showrooms across the U.S.
International distributors
Minimize stockouts and excess inventory

4. Purchase Orders & Factory Management

Issue and manage purchase orders to factories
Track production schedules and delivery timelines
Ensure factories adhere to agreed lead times
Monitor quality control checkpoints before shipment
Coordinate consolidated shipments when possible

5. Supply Chain Optimization

Identify cost-saving opportunities in freight and logistics
Improve lead times and shipping efficiency
Analyze data to improve forecasting accuracy
Develop contingency plans for supply chain disruptions

Key Performance Indicators (KPIs)

On-time delivery rate
Inventory turnover ratio
Stockout frequency
Freight cost per unit
Forecast accuracy
Factory lead-time adherence
3PL receiving accurac

30-60-90 Day Training Plan

Phase 1: First 30 Days

Goal: Understand the entire supply chain before making changes.

1. Business & Product Familiarization

Overview of Ciana / Varaluz brand positioning (mid to high-level decorative lighting)
Review top-selling SKUs
Understand product categories and complexity (custom, standard, temple projects, etc.)
Review eCommerce vs. showroom demand differences
Understand seasonality and sales cycles

2. Supply Chain Mapping

Create a full visual map of:

Factory (Egypt / Philippines / China)

→ Freight Forwarder

→ Ocean/Air

→ Customs

→ Bailey’s (Utah 3PL)

→ eCommerce / Showroom / International Distributor

Deliverable by Day 30:

Written supply chain flow document
List of current pain points
Summary of current freight partners

3. Systems & Documentation Training

ERP / inventory management system - NS
PO creation process - NS
SKU coding structure - NS
3PL portal (Bailey’s system)
Freight forwarder documentation flow
Incoterms currently used (FOB, EXW, CIF, DDP ect.)
Customs & compliance documentation

4. Factory Relationship Orientation

Schedule intro calls with:

Egypt factory management – Karim Sultan
Philippines and China factory management – Rossy, Tony and Andrian

Goals:

Understand production lead times
Quality control checkpoints
Container loading process

5. Bailey’s 3PL Deep Dive

Receiving process
Damage claim process
Inventory reconciliation process
Backorder management
Returns handling

Deliverable by Day 30:

Inventory accuracy audit
Current open PO status report
Transit shipment tracking dashboard

Phase 2: Days 31–60

Goal: Take operational control and begin improving performance.

1. Inventory & Forecasting Ownership - Netsuite

Review last 12–24 months of sales data
Identify:
High-turn SKUs
Slow movers
Overstocked items
Chronic stockouts
Establish reorder points
Implement safety stock guidelines

Deliverable:

SKU-level replenishment model
Inventory health scorecard

2. Freight & Cost Analysis

Review of landed costs by factory
Compare freight forwarder rates
Analyze container utilization
Identify air freight overuse
Evaluate consolidation opportunities

Deliverable:

Freight cost reduction proposal
Consolidation strategy

3. PO & Production Discipline

Standardize PO format
Implement production tracking sheet
Create milestone tracking:
PO issued
Production start
QC complete
Ready to ship
On water
ETA Utah

Deliverable:

Live PO tracker dashboard - Airtable

4. 3PL Performance Review – Bailey’s

Measure receiving accuracy
Review dock-to-stock time
Evaluate picking accuracy
Analyze backorder cycle times

Deliverable:

3PL KPI summary report

Phase 3: Days 61–90

Goal: Strengthen the supply chain for growth.

1. Risk Management

Develop contingency freight plan
Identify backup freight forwarders
Assess geopolitical risk per country
Evaluate dual-sourcing opportunities

2. Cash Flow & Inventory Optimization

Improve inventory turns
Reduce aged inventory
Align purchasing with demand patterns
Implement rolling 6-month forecast

3. Process Documentation

Create SOPs for:
PO creation
Shipment booking
Receiving discrepancies
Stockout escalation
Factory communication
Centralize documentation

4. Executive Reporting Structure

Develop monthly report including: Netsuite

Inventory turns
Open PO status
Stockout risk list
Fully operational supply chain dashboard - Airtable

First 4 Weeks: Detailed Weekly Plan

Week 1 – Orientation & Observation

Meet leadership
Review current open POs
Review in-transit shipments
Access all systems
Meet Bailey’s team
Meet freight forwarders

Week 2 – Data Immersion

Pull 12-month sales history
Review inventory aging
Review stockouts
Audit in-transit pipeline
Map lead times by factory

Week 3 – Controlled Ownership

Begin managing live shipments
Begin updating PO tracker
Take over freight communication
Start inventory reorder analysis

Week 4 – Initial Improvements

Present initial findings:
Top 5 supply chain risks
Inventory imbalance issues
Freight cost observations
Proposed first improvements

Varaluz

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Logistics and Supply Chain Specialist