Transportation and Inventory Associate

GENERAL SUMMARY/OVERVIEW STATEMENT:

The primary responsibilities of the CCM Transportation & Inventory Associate will include coordinating transfers of laboratory animals and corresponding equipment to MGH locations and outside vendors. This role provides logistical support and corresponding communication to the CCM administrative team, facility personnel, and MGH researchers regarding order status and transfer requests. Inventory management and ordering of materials is also a key component of this role. Must be able to work in a fast-paced environment while providing the highest quality of customer service to both internal and external parties.
The CCM's primary function is to manage the centralized laboratory animal housing and procedure spaces for the Mass General Hospital Research Institute. For more information about the Center for Comparative Medicine, visit: https://www.massgeneral.org/research/for-researchers/research-management/ccm

PRINCIPAL DUTIES AND RESPONSIBILITIES:

The following duties are performed daily with minimal supervision:

• Overseeing and scheduling the day-to-day activities of facility transportation employees.
• Frequent communication with management team regarding status and logistics of deliveries/pick-ups to ensure quality service is provided to our customers.
• Assist management team in the coordination of transportation personnel.
• Act as a liaison between driver associates and Transportation management team.
• Ensure all deliveries/pick-ups are done efficiently, and that specific customer requests or concerns are communicated to all transportation employees.
• Dispatch vehicles and coordinate deliveries to meet customer requirements.
• Act as driver backup if needed.
• Document and communicate any routing delays.
• Identify inefficiencies in transportation scheduling.
• Communicate with drivers on approximate delivery times when customers call for updates.
• Provide updates to Transportation team on delivery inquiries and delivery changes.
• Make appointments for pickup and delivery and update systems.
• Track vehicle availability.
• Monitor and answer daily emails and phone calls.
• Monitor Driver Vehicle Inspection Reports (DVIRs) for any mechanical issues. Coordinate repairs as needed with drivers.
• Keep all vehicle registrations up to date.
• Responsible for coordinating researchers using vans and compiling documents.
• Advise Supervisor of all fleet related issues.
• Attend and participate in meetings.
• Be aware of local events that may affect scheduling.
• Ensure adherence to all security and operational procedures.
• Other transportation activities as required by the needs of the department and the customer base.
• Coordinate with MGH dock staff, as needed.
• Provide backup administrative support at CCM.
• Training new drivers and updating driver training documents.
• Produce reports and data about transfers per week/month/year.
• Entering Transportation billing charges.
• Maintaining and updating required inventory levels for materials needed.
• Conducting expiration date checks on stored inventory to comply with standards.
• Processing and documenting returned items.
• Implementing inventory management procedures and processing invoices.
• Performing clerical functions such as answering calls, entering data into computers, and helping customers.
• Ordering inventory from vendors and suppliers.
• Comply with CCM and MGH policies and standard operating procedures.
• Other duties as assigned.

QUALIFICATIONS:

• High school diploma or greater.
• Valid Driver's license required (Class D, non-commercial).
• Customer service experience and/or prior transportation logistics experience preferred.

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

• Excellent communication skills, both verbal and written.
• Proficient in Microsoft Suite including Outlook, Word and Excel or similar.
• Customer service mindset and orientation.
• Problem solver with ability to adapt to new situations.
• Able to Multitask.
• Ability to lift and move >50 lbs. on a regular basis

WORKING CONDITIONS:

• Going into animal facilities may be required. Employees may be exposed to noise, dust, chemicals, extreme heat, and animal waste products.
• Accompanying MGH teams during transportation may be needed to review standard operating procedures, train new staff members and fulfill order requests.

SUPERVISORY RESPONSIBILITY

• No direct reports.

FISCAL RESPONSIBILITY

• Responsible for economical use of resources and time.

Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.