Distribution and Services Manager

Job ID
Location : Location
US-MA-Woods Hole

Job Summary

Woods Hole Oceanographic Instiution is searching for a Distribution and Services Manager to join the Facilities and Services team. Reporting to the Facilities Director, this position manages the operations of the Institution's Distribution Center related to external and internal materials movement, including domestic and foreign freight shipments, mail processing, distributing and warehousing, as well as for support of Institution conferences, meetings, special functions and other activities. Manages the operations of the Institution's Food Services (Buttery) and fleet vehicles.  Manages other functions as directed by Facilities Director. This is a full-time, exempt position and is eligible for benefits.  

Essential Functions

Manages the daily work activities of Distribution Center personnel to assure that material movement is timely, cost-effective and in accordance with applicable state and federal regulations:

  • Has budget responsibility for Food Service operation working closely with Food Services Planning and Cook staff.
  • Hires, supervises, and trains support personnel in accordance with established Institution policies and procedures; monitors and evaluates performance and fosters delegation of work tasks. As needed, negotiates with outside vendors to provide supplemental labor needs.
  • Manages Warehouse, Shipping, Receiving, Food Services, Building Services, Mail Room operations, vehicle fleet, and shuttle operations; evaluates effectiveness of procedures and provides appropriate feedback, budget recommendations and vehicle asset management.
  • Maintains operations within budgetary constraints; analyzes costs and implements cost controls to meet Institution needs for all areas of oversight.
  • Coordinates with scientific and administrative department staff for advance planning of bookings and cost estimates of materials coming and going from Institution facilities and ships.
  • Maintains current knowledge of rates, tariffs, Hazmat, import and export regulations for all modes of the transportation industry including Air, Ocean, Ground and U.S. Postal service regulations to insure optimal costs, service and compliance.
  • Maintains Distribution Center activity records (including lost/damaged shipments and employee on-site injuries) as required for insurance documentation and internal and external reporting requirements.
  • Maintains record of equipment values for material shipped and insured under Institution policies and provides periodic summary information to Controller's Office for cost allocation.
  • Designs and implements computer-based operations and reporting systems for Distribution Center activities and trains other staff as appropriate; schedules appropriate training sessions; e.g., DOT, Hazmat, safety, etc.
  • Designs, implements and schedules both DOT mandated Hazmat training sessions and Safety training sessions.
  • Oversees the Institution’s motor vehicle fleet operations including maintenance personnel, vehicle safety and replacement recommendations.
  • In collaboration with the Conference Coordinator and Services staff, insures that manpower and supply commitments are in accordance with scheduled activities and that conference facilities are appropriately set up and maintained.
  • Responds and coordinates Institution’s emergencies and special events by providing staff, both internal and external as needed, along with equipment support (e.g., winter storms, hurricanes, snow removal equipment, and small electric generators).
  • Manages solid waste and recycling programs in conjunction with Institution’s Sustainability Task Force initiates and working closely with external vendors; e.g., cleaning and construction contractors.
  • Coordinates Institution Snow Removal team efforts.
  • Manages small relocation, furniture moves and clean-out efforts with Building Services group.

Non-Essential Functions:

Performs other duties as assigned. 

Education & Experience

Undergraduate degree in Business Administration/Management preferred with more than seven years of professional experience in material movement/shipping and receiving or equivalent combination of education and experience. Demonstrated familiarity with computerized record/inventory systems.  Strong organizational, supervisory, interpersonal and communication skills.

Special Requirements

Valid drivers license required.


US citizenship preferred.


Ability to obtain Transportation Worker Identification Credential.


WHOI has a mandatory COVID-19 vaccination policy in effect, where you must register your full vaccination status [vaccination plus booster] in order to begin your employment. The registration process is confidential and entails submitting your official vaccination records, or requesting to engage in the interactive exemption process for either a medical or religious reason. 

Physical Requirements

Physical requirements include lifting to 30 lbs. and carrying 10 to 25 lbs. 10 times per day. Physical requirements also include frequent prolonged standing and walking, repetitive motion, kneeling, bending, stooping, twisting, climbing ladders/stools, use of hands for basic grasping/manipulation, use of hands for fine manipulation, and reaching above and below the shoulders. Occupational requirements include hearing, talking, understanding verbal instructions and safety warnings, working around others, working with others, and working alone. Must have manual dexterity to be able to work a cash register and use common kitchen tools (knives, slicer, etc.). Ability to read, write and speak English. All are welcome to apply!


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