Head of Refilling

The Head of Refilling oversees the entire refilling operation nationwide to ensure that every vending location is replenished accurately, safely and efficiently. This role carries full accountability for planning, logistics, manpower, inventory, warehouse control and quality compliance across all regions.

The position requires strong leadership, operational discipline and hands-on experience in handling consumable goods. The Head of Refilling ensures that every process from stock preparation to machine refill meets strict hygiene, safety and quality standards.

Key Responsibilities

1. Strategic & Operational Management

• Develop, implement and continuously improve nationwide refilling strategies, SOPs and schedules to ensure consistency and service reliability.
• Oversee daily refilling operations, including preparation, loading, dispatch and replenishment at all sites.
• Monitor performance indicators such as refill timeliness, accuracy, wastage and stock variance.
• Plan and forecast refilling volume based on sales data, consumption trends and seasonal demand.
• Ensure full compliance with food handling, hygiene and safety standards.

2. Leadership & Team Management

• Lead, train and supervise the refilling and warehouse teams, including regional supervisors, drivers and support staff.
• Set clear performance objectives and conduct regular reviews to drive accountability.
• Oversee manpower planning, shift scheduling and nationwide coordination for smooth operational coverage.
• Promote a culture of teamwork, responsibility and safety throughout the department.

3. Inventory & Warehouse Control

• Oversee warehouse operations including receiving, storing, stock rotation and dispatch.
• Maintain accurate inventory levels to support uninterrupted refilling operations.
• Implement effective stock control systems to minimize wastage, pilferage and product expiry.
• Coordinate closely with procurement for stock planning and delivery alignment.

4. Quality & Compliance

• Enforce hygiene, cleanliness and safety protocols across refilling and warehouse operations.
• Conduct regular inspections, audits and quality checks at warehouses and refilling sites.
• Ensure all processes comply with internal policies and relevant food safety regulations.
• Take immediate corrective action for any quality deviations or operational non-compliance.

5. Systems & Process Improvement

• Lead the adoption of digital systems and tools for tracking refilling, inventory and logistics performance.
• Identify process gaps and introduce automation or workflow improvements to enhance efficiency.
• Standardize reporting and documentation practices across all branches and teams.

6. Equipment & Asset Management

• Oversee maintenance and utilization of refilling tools, vehicles and handling equipment.
• Ensure regular preventive maintenance schedules are adhered to.
• Maintain accurate asset registers and ensure all operational assets are in good working condition.

7. Cost & Budget Management

• Develop and manage annual budgets for refilling, manpower, logistics and maintenance.
• Track operational expenses and implement cost-saving initiatives.
• Optimize resource allocation to achieve cost efficiency without compromising service standards.

8. Safety & Risk Management

• Establish and monitor comprehensive safety programs for refilling and warehouse teams.
• Conduct risk assessments and develop contingency plans for emergencies, product shortages or logistics disruptions.
• Lead incident investigations and enforce corrective actions.

9. Stakeholder Collaboration

• Coordinate with operations, sales and maintenance teams to align refilling plans with business requirements.
• Collaborate with HR on recruitment, training and welfare matters related to refilling staff.
• Liaise with suppliers, logistics partners and external agencies as needed to support operations.

10. Strategic Leadership

• Contribute to long-term operational planning, regional expansion and capacity growth.
• Benchmark company refilling standards against industry best practices and continuously drive improvement.
• Mentor and develop future leaders within the refilling department.

Requirements

• Bachelor's Degree in Operations Management, Supply Chain, Food Science or related field.
• Minimum 5 years' experience in operations, logistics or production management with proven experience in handling food, fruits and raw materials (involving consumable goods).
• Proven experience in large-scale operational coordination and people management.
• Strong understanding of handling, storage and hygiene standards for consumables.
• Excellent planning, organizational and analytical skills.
• Strong leadership, communication and problem-solving abilities.
• Familiarity with online inventory or logistics management systems is an added advantage.
• Willingness to travel nationwide as required.