HealthCare Logistics Manager / Assistant Manager

Role Overview
The Logistics Manager will own the end-to-end logistics function for clinical samples, laboratory materials and operational supplies across locations. The role will be responsible for managing the logistics team, vendors, sample movement, accessioning support, inventory, inward/outward material movement, vendor payments, petty cash and operational costs. The role will ensure timely, compliant, cost-effective and scalable logistics operations,
while driving process improvements and strong coordination across Sales, Laboratory, Finance, Procurement and Operations.

Key Responsibilities
1. End-to-End Sample Logistics
Own end-to-end movement of clinical samples including collection, pickup, transportation, handover, laboratory receipt and closure.
Ensure adherence to defined TATs, SLAs, SOPs and cold-chain requirements.
Monitor daily operations, pending cases, delays, exceptions and escalations and ensure timely resolution.
Establish effective city-wise coverage, shifts, backup resources and escalation mechanisms.
Ensure proper sample documentation, pickup/handover proofs and compliance requirements.
2. Team Management
Lead and manage the Logistics Coordinator and operational support team.
Plan city-wise manpower, shifts, workload allocation and backup coverage.
Train and mentor team members and manage operational escalations.
Establish standardized processes and effective shift handovers.
3. Vendor Partner Management
Own relationships with logistics, courier, runner, collection and other operational vendors.
Identify, evaluate, onboard and manage vendors based on service quality, coverage, capacity and cost.
Manage vendor allocation, route optimization and resource utilization.
Negotiate rates/commercial terms and drive vendor performance improvement.
Resolve vendor escalations and maintain adequate backup vendor capacity.
4. Vendor Payments Logistics Cost Management
Own the operational aspects of the vendor billing and payment cycle.
Verify vendor invoices against agreed rates, actual services, routes and supporting records.
Coordinate with Finance for invoice processing, reconciliation and timely payments.
Track vendor-wise spend, pending invoices, discrepancies and payment status.
Monitor logistics costs and identify opportunities for cost optimization and savings.
5. Kits, Materials Inventory Management
Own inward and outward logistics of laboratory kits, consumables and operational materials.
Manage movement and availability of materials such as EDTA tubes, NIPT kits, Flu kits, sample collection kits, packaging and temperature-control materials.
Coordinate material dispatches between warehouses, laboratories, collection centres and other locations.
Maintain visibility of stock, consumption, transfers, dispatches and deliveries.
Coordinate replenishment and ensure appropriate minimum stock levels to avoid stock-outs.
Monitor physical vs. recorded inventory and resolve discrepancies.

6. Accessioning Laboratory Logistics Support
Oversee logistics responsibilities related to sample inward and accessioning table operations.
Ensure timely movement of received samples to the accessioning/processing area.
Coordinate with laboratory teams for sample handover and documentation.
Monitor sample received vs. sample accession and identify discrepancies or delays.
Ensure timely escalation of missing samples, documentation gaps, mismatched identifiers and other issues.
Support the laboratory during peak volumes and urgent sample requirements.
7. Petty Cash Operational Expenses
Manage the logistics teams petty cash and approved operational expenses.
Maintain records of cash received, utilization and closing balances.
Manage approved cash transactions for runners, urgent pickups, local transportation and other operational requirements.
Ensure expenses are supported by appropriate bills/receipts and approvals.
Conduct regular petty cash reconciliation and coordinate with Finance for settlement.
Monitor team expenses against budgets and identify opportunities to control costs.
8. MIS, Performance Cross-functional Coordination
Own logistics MIS, dashboards, trackers and performance reviews.
Monitor key metrics including sample TAT, pending/delayed cases, vendor SLA, logistics cost, inventory, material movement and exceptions.
Provide regular operational reports and insights to management.
9. Process Improvement Scale-up
Develop, implement and continuously improve logistics SOPs, workflows, trackers and escalation mechanisms.
Conduct RCA for recurring delays, sample/documentation issues, vendor failures and cost leakages.
Optimize routes, manpower, vendor allocation and logistics models based on business volumes.

Evaluate dedicated runners vs. third-party/on-demand logistics for cost and service efficiency.
Build scalable logistics processes to support increasing sample volumes and expansion across cities.
Drive corrective and preventive actions and ensure sustained process adherence.
Candidate Profile
5+ years of experience in logistics, healthcare logistics, sample logistics, supply
chain, diagnostics or operations.
Experience in team management and multi-city logistics operations.
Strong experience in vendor management, commercial coordination and payment reconciliation.
Exposure to clinical sample logistics, diagnostics, pathology or healthcare operations preferred.
Experience managing inventory, laboratory kits/consumables and inward/outward logistics is an advantage.
Understanding of petty cash, operational expenses and cost control.
Exposure to laboratory/sample accessioning processes preferred.
Strong proficiency in Excel / Google Sheets, MIS and operational dashboards.
Strong communication, analytical, problem-solving and stakeholder-management skills.
Ability to manage high-volume, time-sensitive operations in a fast-paced environment.

Key Skills
1. Sample Management
2. Cold Chain Management
3. Shift Management
4. Logistics Planning
5. Team management
6. Phlebo Connects