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:
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
