Open position: Warehouse Logistics Manager

About the job

Logistics & Warehouse Manager

Sector: Heat Pumps, Ventilation and Low-Carbon Building Services

Department: Logistics

Reporting to: General Manager

Location: MasterTherm Ireland Warehouse, with occasional travel to suppliers, customers and project sites

Employment Type: Full-time

Company Overview

MasterTherm Ireland supplies domestic and commercial heat pumps, cascades, heat-recovery AHUs, MHRV systems, vessels, calorifiers, hydraulic components, controls, accessories and spares.

We provide installation guidance, commissioning, monitoring, servicing and after-sales support. Project-specific orders often involve several manufacturers, making accurate logistics, stock control and allocation essential.

Role Overview

We seek an organised, practical and commercially aware Logistics & Warehouse Manager to lead warehouse, inventory and logistics operations.

Initially hands-on, the role combines daily warehouse work with developing systems, procedures and controls for growth, including future logistics personnel.

The objective: the right equipment reaches the right project, at the right time, in the right condition and with complete documentation.

Key ResponsibilitiesIncoming Shipments and Receiving

Monitor factory orders, production, dispatch and deliveries, flagging delays early. Coordinate suppliers, carriers and project teams, confirming capacity, access and unloading arrangements.

Receive goods safely. Check orders and packing lists against models, quantities, serial numbers, options and accessories. Inspect for damage, photograph discrepancies, quarantine non-conforming goods and support claims.

Update receiving records promptly, classify stock status, record freight costs and monitor supplier and carrier performance.

Inventory and Stock Control

Maintain accurate quantities, locations, serial numbers and project allocations for equipment, components, spares, tools and assets. Label locations and prevent stock reassignment without approval.

Conduct cycle counts and stocktakes, investigate discrepancies and reconcile records. Monitor ageing, obsolete and slow-moving stock, recommend minimum and maximum levels, and maintain critical spares without overstocking.

Project Allocation and Dispatch

Review equipment schedules, reserve and label project stock, and prepare complete packages, including options, controls, sensors, filters, modems and accessories.

Resolve incomplete schedules with Technical or Project teams. Require technical approval for substitutions. Use dispatch checklists, flag shortages early and track equipment ordered, received, delivered, outstanding or held in stock.

Delivery and Transport Coordination

Agree priorities with the Operations/Project Manager. Confirm dates, addresses, contacts, access restrictions, site readiness, secure storage and unloading equipment.

Compare quotations, book approved carriers and consolidate deliveries. Prepare delivery notes, ensure safe packing and securing, track deliveries and obtain proof of delivery. Record recipients, shortages, damage and costs.

Delay or refuse deliveries where access, unloading or storage arrangements are unsafe or inadequate.

Direct-to-Site Deliveries

Coordinate manufacturers, carriers and site contacts, confirming readiness, unloading and expected equipment. Verify models, quantities, serial numbers and condition through site confirmation, photographs and documentation as appropriate.

Report shortages or damage immediately, update records and confirm delivery internally. Apply the same controls as warehouse deliveries.

Service and Commissioning Support

Prepare service and commissioning equipment, maintain critical spares and prioritise urgent dispatches.

Record parts issued to technicians, projects, customers and warranty cases, including vehicle stock. Track unused, failed, loan and warranty components, coordinate factory returns and distinguish warranty from chargeable work.

No equipment or parts may leave the warehouse without an approved allocation.

Returns, Warranty and Damaged Equipment

Record each return’s source, reason and related project, customer or service case. Label and separate returned items to prevent accidental reissue.

Maintain quarantine areas and claim evidence. Coordinate technical assessments and supplier returns, track authorisations, credits and replacements, and arrange approved disposal of unusable stock.

Warehouse Organisation and Safety

Develop clearly identified receiving, inspection, available-stock, allocated-stock, service, return, quarantine and dispatch zones.

Keep pedestrian, access, emergency and fire routes clear. Prevent unsafe stacking, protect heavy and sensitive equipment, and manage packaging, waste, recycling, security and access.

Implement safety procedures and risk assessments, including safe manual handling, loading and unloading. Maintain inspection records for forklifts, pallet trucks and racking. Ensure only trained, authorised personnel operate equipment.

Report accidents, near misses and hazards, and ensure drivers and contractors follow site safety requirements.

Administration and Cost Control

Maintain complete purchasing, receiving, stock, allocation, delivery, freight, claims, returns, credits, stock-adjustment and technician-parts records.

Use approved project, inventory, accounting and service systems. Emails, paper notes and personal spreadsheets must not replace official records.

Control freight, delivery and packaging costs. Reduce express shipments, repeat deliveries, shortages, damage and excess stock. Record chargeable deliveries and parts, support claims and protect margin and working capital.

Internal Communication

Report performance, stock value, staffing, safety and risks to the General Manager. Coordinate orders and deliveries with Operations/Projects; selections and compatibility with Technical; invoices, costs, credits and adjustments with Finance; and parts, technician stock and returns with Service & Commissioning.

Raise problems before they affect customers, delivery or commissioning.

People Management

As the company grows, the role may include recruiting, training and managing logistics personnel, covering workloads, procedures, safety, performance, attendance and development.

Build a small, effective team without unnecessary management layers.

First 12-Month Priorities

Audit stock, verifying models, serial numbers, locations and allocations; identify damaged, obsolete and unidentified items.
Establish warehouse zones, location tracking and serial-number controls.
Standardise receiving, inspection, damage reporting and project dispatch checklists.
Strengthen site-readiness, unloading and proof-of-delivery controls.
Establish critical spare-parts levels and technician-stock tracking.
Introduce logistics KPIs, document procedures and recommend when additional support is needed.

Performance Measures

Measures include stock, serial-number and location accuracy; discrepancies, ageing and obsolete stock; delivery reliability, completeness, damage and costs; receiving speed and accuracy; timely shortage reporting; equipment-related commissioning delays; critical-spares availability and urgent dispatch times; technician and warranty-part tracking; and safety, housekeeping and inspections.

Candidate Profile

Suited to an experienced logistics professional who wants to own a growing function, combining practical warehouse work with planning, systems and administration.

Essential Requirements

Warehouse, logistics or inventory experience, including receiving, checking, dispatching and accurate stock control.
Strong organisation, prioritisation and attention to models, serial numbers and project references.
Competence with inventory, ERP, project-management or similar systems and good computer skills.
Clear communication, good written and spoken English, and commercial awareness.
Ability to work independently, take ownership and resolve problems.
Understanding of warehouse safety and manual handling.
Full driving licence.
Forklift qualification, or willingness and suitability to complete training.

Desirable Experience

HVAC, building services, construction, engineering or technical distribution; large equipment; project-specific and serial-number tracking; international freight and claims; spares and warranty returns; warehouse supervision, layout and process improvement.

Forklift, pallet-stacker, manual-handling or health and safety certification is advantageous. Detailed product knowledge is not essential; training will be provided.

Personal Attributes

Organised, practical, reliable, proactive, accurate, safety-conscious and commercially aware. Able to plan ahead, report discrepancies honestly, challenge incomplete or unsafe arrangements, and act before risks cause delays, damage or unnecessary costs.

Authority

Within agreed budgets and procedures, organise warehouse work and space, book transport, coordinate deliveries, quarantine goods, refuse unsafe handling, prevent unauthorised release, investigate discrepancies, recommend stock purchases, implement approved procedures and direct logistics staff.

Technical substitutions require authorised technical approval. Significant or exceptional expenditure requires approval under company authority levels.

Career Development

The role may expand into supply-chain management, procurement, fleet management, larger warehouse operations, supplier performance and operational planning.

Potential progression: Logistics & Warehouse Manager → Supply Chain & Logistics Manager → Operations Manager.

Progression depends on company growth, performance, interests and capabilities.