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Logistics Responsibilities

The Logistics function ensures costumes reach clients in perfect condition and on time through clear accountability using the RABSIC framework. This page defines who owns what logistics decisions and how logistics coordinates with operations, supply chain, and client services to deliver flawless execution.

Logistics Director​

RABSIC: A (Accountable)

The Logistics Director owns all logistics outcomes including delivery reliability, inventory accuracy, and freight cost management. When shipments arrive late or damaged, when inventory discrepancies disrupt production, or when logistics costs exceed budgets—the Director is accountable.

Strategic logistics decisions sit with this role. Which carriers should we partner with for domestic and international shipping? How should we organize our warehouse for optimal efficiency? What inventory management systems do we need? These strategic choices shape our logistics capabilities.

Delivery performance accountability means ensuring costumes reach clients by promised dates. The Director owns the end-to-end process from production completion through client receipt. Meeting delivery commitments requires coordinating warehouse operations, carrier relationships, and special handling for entertainment industry deadlines.

Cost management responsibility includes hitting freight budget targets while maintaining service quality. The Director negotiates carrier contracts, optimizes shipping methods, and identifies cost reduction opportunities that don't compromise reliability.

Risk mitigation for logistics operations means identifying vulnerabilities and implementing protections. What happens if our primary carrier fails during peak season? How do we prevent inventory loss? What insurance coverage do we need? The Director manages these logistics risks.

Team development ensures the logistics function scales with business growth. As order volumes increase or we expand into new markets, logistics capabilities must keep pace. The Director drives hiring, training, and process improvements that build organizational capability.

Warehouse Manager​

RABSIC: R (Responsible)

The Warehouse Manager executes daily warehouse operations including receiving, storage, inventory management, and order fulfillment. This person translates logistics strategy into operational execution, managing the team and processes that move materials and finished goods through our facility.

Receiving operations management includes coordinating material deliveries, supervising inspection processes, and ensuring received goods get properly documented and stored. The Warehouse Manager maintains receiving schedules that prevent dock congestion while accommodating supplier delivery windows.

Warehouse organization responsibility means maintaining layout efficiency and material accessibility. Frequently used items are positioned for quick retrieval. Heavy materials are stored safely. Climate-sensitive fabrics get appropriate storage conditions. Organization directly impacts operational efficiency.

Inventory accuracy ownership requires implementing cycle counting programs, investigating discrepancies, and maintaining systems discipline. The Manager ensures physical inventory matches system records so production can rely on inventory data for planning.

Staff scheduling and supervision covers warehouse associates, receiving specialists, and fulfillment coordinators. The Manager balances labor cost control with adequate staffing to handle volume fluctuations. Training new associates and developing team capabilities are ongoing responsibilities.

Safety compliance for warehouse operations includes ensuring proper material handling procedures, maintaining equipment safety, and enforcing safety protocols. A safe warehouse prevents injuries and damage.

Cross-functional coordination connects warehouse operations with supply chain (for inbound materials), operations (for production materials access), and shipping (for finished goods fulfillment). The Warehouse Manager serves as the primary logistics contact for other departments.

Receiving Supervisor​

RABSIC: R (Responsible)

The Receiving Supervisor manages inbound material inspection and documentation. This role is the first checkpoint ensuring materials meet quality standards before they enter inventory or production.

Inspection process execution means examining every material delivery against purchase order specifications. Are quantities correct? Does fabric quality match samples? Are trim colors accurate? The Receiving Supervisor leads the inspection team through systematic verification.

Quality issue identification happens when materials don't meet specifications. The Supervisor documents problems with photographs and measurements, immediately notifying supply chain of issues requiring vendor resolution. Fast escalation prevents production delays.

Receiving documentation completion ensures every delivery gets properly recorded—what arrived, from which supplier, in what quantities, with what quality assessment. Accurate receiving records enable inventory accuracy and supplier performance tracking.

Supplier coordination involves communicating with delivery drivers, coordinating dock access, and resolving delivery timing issues. The Receiving Supervisor manages the logistics interface between suppliers and our facility.

Team leadership for receiving associates includes training on inspection standards, quality criteria, and documentation procedures. Associates need to recognize quality problems and execute proper receiving workflows consistently.

Inventory Control Specialist​

RABSIC: R (Responsible)

The Inventory Control Specialist maintains inventory accuracy through systematic tracking, cycle counting, and reconciliation. This role ensures our inventory records reflect physical reality.

Cycle counting program execution involves regularly counting inventory samples to verify system accuracy. The Specialist schedules counts, performs physical counting, investigates variances, and adjusts records when discrepancies are verified.

Stock level monitoring includes tracking inventory quantities, identifying reorder points, and alerting supply chain when materials need replenishment. Proactive monitoring prevents production delays from material stockouts.

Location tracking management ensures every material is traceable. When production needs a specific fabric, the Specialist can locate it immediately. Location accuracy enables efficient material retrieval.

Transaction accuracy verification reviews inventory transactions—receipts, issues to production, adjustments—to catch errors promptly. Regular audits of transaction history identify systematic problems requiring correction.

System administration for inventory management software includes maintaining item master data, location codes, and transaction rules. Clean system data is foundational for inventory accuracy.

Shipping Coordinator​

RABSIC: R (Responsible)

The Shipping Coordinator handles finished goods packaging and shipping coordination. This role manages the final steps delivering costumes to clients.

Packaging execution follows standards that protect garments during transit. Costumes get properly bagged, hung or folded appropriately, and packed in boxes sized to prevent shifting damage. Packaging quality directly impacts how costumes arrive.

Carrier selection involves choosing appropriate shipping methods based on delivery timing, cost, destination, and special requirements. Domestic ground service for standard deliveries. Expedited air freight for rush orders. International freight for global destinations. The Coordinator balances cost and speed.

Documentation preparation includes commercial invoices, packing lists, and customs documentation for international shipments. Complete accurate documentation prevents delivery delays and customs issues.

Tracking management means monitoring shipments from dispatch through delivery, proactively identifying potential delays, and coordinating with carriers to resolve issues. The Coordinator provides shipment status to client services and internal teams.

Delivery issue resolution happens when shipments are delayed, damaged, or lost. The Coordinator works with carriers on claims, arranges replacement shipments, and communicates with affected clients.

International Logistics Specialist​

RABSIC: R (Responsible)

The International Logistics Specialist manages all cross-border shipments including customs documentation and freight forwarding. This specialized role requires knowledge of international trade regulations and global logistics.

Customs documentation preparation involves creating commercial invoices, certificates of origin, and any country-specific required documents. Accurate documentation prevents customs delays that could derail tour schedules.

Duty and tariff classification determines proper import codes for customs declarations. Correct classification affects duty rates and ensures legal compliance. The Specialist maintains classification expertise for our product categories.

Freight forwarder coordination involves selecting and managing relationships with international freight partners. These specialists provide in-country logistics expertise and customs brokerage services we don't maintain internally.

Import/export compliance ensures we follow all trade regulations for international shipments. The Specialist stays current on changing rules and coordinates with legal on compliance questions.

International carrier management includes evaluating air freight, ocean freight, and courier options for different destinations. Cost, transit time, and reliability all factor into carrier selection for each shipment.

Delivery tracking for international shipments requires coordinating across time zones and monitoring handoffs between carriers. The Specialist provides visibility through complex multi-leg international routes.

Warehouse Associates​

RABSIC: S (Support)

Warehouse Associates support all warehouse operations with hands-on material handling, picking, packing, and organization tasks. This team executes the physical work that moves materials and goods through our facility.

Material handling includes safely moving fabric rolls, storing materials in designated locations, retrieving items for production, and organizing warehouse areas. Proper handling prevents damage and maintains warehouse organization.

Picking and packing support involves pulling materials for production orders, preparing finished goods for shipment, and executing packaging procedures. Associates follow picking lists and packing standards to ensure accuracy.

Cycle counting participation means performing physical counts under Inventory Control Specialist direction. Associates count and record inventory, reporting discrepancies for investigation.

Facility maintenance support includes keeping warehouse areas clean, organized, and safe. Associates report equipment malfunctions, safety hazards, and facility maintenance needs.

Freight Forwarders​

RABSIC: S (Support)

Freight Forwarders are external partners who support international shipping with customs brokerage and global freight coordination. These specialists provide capabilities we don't maintain internally.

Customs brokerage services include handling import clearance in destination countries, paying duties on our behalf, and navigating country-specific customs procedures. Their expertise accelerates customs processing.

Freight coordination involves arranging transportation from origin to destination including multiple carriers if needed. Forwarders manage the complexity of international routing.

Destination logistics support includes arranging final delivery to client locations in foreign countries. Local delivery expertise ensures costumes reach their final destinations smoothly.

Regulatory expertise provides guidance on changing trade regulations, documentation requirements, and compliance issues. Forwarders help us navigate international logistics complexity.

Cross-Functional RABSIC Relationships​

Operations Team (Consulted)​

Operations is consulted on production completion timing and special handling requirements for finished goods. Logistics needs to know when costumes will be ready for shipment and any special packaging or handling needs.

Operations provides feedback on received material quality issues discovered during production. This input helps logistics assess supplier performance beyond receiving inspection.

Supply Chain Team (Consulted)​

Supply Chain is consulted on inbound delivery schedules and vendor coordination. Logistics needs advance notice of material arrivals to plan warehouse capacity and staffing.

Logistics provides supplier delivery performance feedback that informs supply chain vendor management. Consistent late deliveries or poor packaging from suppliers gets reported.

IT Systems Team (Consulted)​

IT is consulted on warehouse management system configurations, inventory software updates, and logistics technology needs. Technical expertise supports system functionality.

Logistics provides requirements for system enhancements based on operational needs. User perspective shapes system improvements.

Client Services Team (Informed)​

Client Services is informed when shipments dispatch, tracking numbers are available, and delivery confirmations occur. This information enables client communication about order status.

Logistics informs Client Services immediately of any delivery issues requiring client notification. Early warning enables proactive client communication before clients discover problems.

Finance Team (Informed)​

Finance is informed of freight costs, inventory valuations, and logistics budget performance. Monthly reports show shipping expenses and cost trends.

Logistics informs Finance of any significant cost variances requiring budget adjustments or explaining budget performance.

Decision-Making Flows​

Strategic Logistics Decisions (Carrier Contracts, Warehouse Layout, System Investments)​

Accountable: Logistics Director Responsible: Warehouse Manager (implementation) Consulted: Operations, Supply Chain, Finance Informed: Client Services

Strategic logistics decisions start with Director analysis of performance data, cost trends, and business requirements. The Warehouse Manager provides operational perspective on challenges and opportunities.

Consultation brings relevant input. Operations shares production needs. Supply Chain discusses inbound logistics requirements. Finance evaluates cost implications and budget impact.

The Logistics Director makes final decisions on strategic logistics direction. Once decided, implementation is delegated to the Warehouse Manager and team. Client Services is informed of changes affecting client delivery.

Operational Logistics Decisions (Daily Shipping, Warehouse Organization, Inventory Adjustments)​

Responsible: Warehouse Manager (warehouse), Shipping Coordinator (outbound), Receiving Supervisor (inbound), Inventory Control Specialist (inventory) Consulted: As needed for non-routine situations Accountable: Logistics Director (escalations only)

Day-to-day logistics operations are executed by Responsible parties independently. The Warehouse Manager organizes warehouse layout. The Shipping Coordinator selects carriers for routine shipments. The Inventory Specialist adjusts inventory records for verified discrepancies.

Escalation to the Director happens for unusual situations—major carrier failures requiring alternative arrangements, inventory discrepancies suggesting systematic problems, or delivery issues with strategic clients.

This delegation enables operational speed while maintaining oversight on issues requiring senior judgment.

Emergency Logistics (Rush Deliveries, Lost Shipment Recovery, Critical Issue Resolution)​

Responsible: Shipping Coordinator (coordination), International Logistics Specialist (international) Informed: Logistics Director, Client Services Accountable: Logistics Director

Emergency situations get immediate attention from Responsible coordinators who work urgently to resolve issues. The Logistics Director and Client Services are informed immediately so they can provide senior support and manage client communication.

After emergency resolution, retrospectives examine root causes and prevention opportunities. Logistics doesn't just fix emergencies—we learn from them to prevent recurrence.

Metrics Ownership​

Each logistics role owns specific performance metrics:

Logistics Director: On-time delivery rate (99% target), freight cost per shipment, warehouse space utilization (75-85% target), inventory accuracy (98% target)

Warehouse Manager: Inventory accuracy, warehouse productivity (transactions per labor hour), safety incident rate (target: zero), receiving accuracy (99.5% target)

Receiving Supervisor: Receiving accuracy, inspection completion time, quality issue identification rate

Inventory Control Specialist: Inventory accuracy by count cycle, cycle count completion rate, variance investigation resolution time

Shipping Coordinator: Order fulfillment cycle time (24-hour target), shipping damage rate (\<0.5% target), tracking update timeliness

International Logistics Specialist: Customs clearance time (48-hour target), international delivery on-time rate, documentation accuracy

These metrics drive continuous improvement and accountability for logistics performance.

Getting Started in Logistics Roles​

New logistics team members need both operational skills and attention to detail. Warehouse work requires physical capability and safety awareness. Shipping coordination requires customer service orientation and problem-solving ability. All roles require precision—logistics errors create cascading problems.

Learn our warehouse layout and inventory system thoroughly. Knowing where materials are and how to find them is fundamental. Understanding system logic helps you maintain accuracy.

Understand the entertainment industry context. Tour schedules are inflexible. Award show deadlines can't slip. This urgency makes logistics reliability crucial. Your work directly impacts whether clients can perform.

Build relationships with carriers and freight partners. Good relationships with drivers, customer service reps, and forwarders makes problem resolution faster when issues arise.

Ask about past logistics challenges and how they were solved. Learning from experience helps you anticipate problems and respond effectively when they occur.