Job Description

ABOUT ORGANOX:

OrganOx is a commercial stage organ technology company dedicated to developing technologies to improve outcomes for patients with acute or chronic organ failure. The company was established as a spin out of the University of Oxford in 2008 and is now part of the Terumo Group. OrganOx is a pioneer in normothermic machine perfusion (NMP). It's flagship platform, the metra®, is available for use in the U.S., Europe, Canada, and Australia. It has been utilized in over 7,000 liver transplants to date to keep donor livers in a metabolically active state outside the body enabling longer preservation times and functional assessment of the organ prior to transplant, leading to an increased number of organs available for transplant. Founded in 1921, Terumo Corporation (TSE:4543) strives to fulfil its mission of “Contributing to Society through Healthcare” by providing a comprehensive range of solutions in the fields of therapeutic procedures, hospital operations, and life sciences in more than 160 countries and regions.

The EU Logistics & Materials Coordinator plays a key role in supporting the day-to-day control, movement and availability of materials across OrganOx operations. Positioned between the Inventory Specialist and Logistics Specialist functions, this role combines materials control, inventory accuracy, SAP transaction management, logistics coordination and compliance support.

The postholder will be responsible for ensuring materials are received, stored, transferred, issued and dispatched accurately whilst maintaining full traceability and compliance within a regulated medical device environment. The role supports inbound and outbound logistics activities, supplier collections, customer deliveries, product returns, intercompany movements and material availability for Production, Service, R&D and operational activities.

This role combines hands-on operational activities with system transaction accuracy and cross-functional coordination, ensuring physical material movements are accurately reflected within the ERP system whilst maintaining high levels of service, compliance and operational efficiency.

This is a full-time on-site position based in Oxford with the potential for occasional travel to dispersed 3rd party sites. The role requires regular physical presence within warehouse, stores and operational areas to support material handling, inventory control, shipment preparation, stock investigations, cycle counting, documentation control and logistics coordination. Due to the hands-on and operational nature of the role, remote or hybrid working is not suitable.

Listed below are the major responsibilities of the role and a brief description of some of the key tasks to be performed. This list is not totally exhaustive and the job holder will be expected to undertake any other duties reasonably requested by their line manager or designate.

Main Responsibilities

Under direction from the Warehouse & Logistics Lead, the Logistics & Materials Coordinator will be responsible for:

Materials Control & Inventory Accuracy

• Maintain accurate inventory and material movement records within SAP across all operational storage locations.
• Perform and support goods receipt, goods issue, stock transfer and inventory adjustment transactions.
• Physically verify materials against delivery documentation during receipt and dispatch activities.
• Maintain full batch, serial number and item-level traceability throughout the lifecycle of materials and finished goods.
• Conduct cycle counts and stock checks, investigating inventory discrepancies and identifying root causes.
• Monitor shelf-life, calibration status and controlled inventory items where applicable.
• Manage material shortages, unallocated stock, inventory variances and internal transfers.
• Escalate inventory, traceability or system-related issues in a timely manner.

Logistics & Material Flow Coordination

• Coordinate inbound and outbound shipments for customers, suppliers, third-party logistics providers and internal stakeholders.
• Arrange and monitor domestic and international transport bookings.
• Manage supplier collections and customer deliveries whilst ensuring materials move on time and in full.
• Support intercompany shipments and returns activities where required.
• Coordinate product returns, service returns and material recovery activities.
• Track shipments and proactively communicate delays, issues and risks to relevant stakeholders.
• Support conference, demonstration and marketing shipment activities where required.
• Assist in achieving high levels of On Time In Full delivery performance.

Warehouse & Materials Operations

• Prepare, stage, package and label materials for shipment, production, service and operational requirements.
• Support goods-in and goods-out activities in accordance with approved procedures.
• Ensure materials are correctly identified, labelled and stored.
• Support quarantine, non-conforming and quality-controlled inventory processes.
• Maintain high standards of housekeeping, organisation and workplace safety within warehouse and stores areas.
• Assist with loading, unloading and movement of materials where operationally required.

SAP, Documentation & Data Integrity

• Ensure all inventory transactions are accurately recorded within SAP in real time.
• Maintain accurate shipment, inventory and movement records.
• Prepare and maintain transport, customs and shipping documentation where required.
• Ensure all physical material movements are accurately reflected within the ERP system.
• Support inventory reporting, performance monitoring and operational analysis.
• Assist with data cleansing, stock validation and migration readiness activities associated with SAP S/4HANA implementation.
• Investigate and correct system discrepancies, data integrity issues and transaction errors.

Compliance, Quality & Audit Readiness

• Ensure all activities comply with OrganOx procedures, quality requirements and regulatory standards.
• Support compliance with Good Distribution Practice, Good Manufacturing Practice, ISO 13485 and applicable regulatory requirements.
• Maintain accurate and complete records to support audits and inspections.
• Support non-conformance investigations, corrective and preventive action activities and inventory-related quality events.
• Ensure released, quarantined and non-conforming materials are appropriately controlled and segregated.
• Escalate risks to compliance, traceability, inventory accuracy or customer service without delay.

Cross-Functional Coordination

• Work collaboratively with Production, Service, Procurement, Quality, R&D, Finance and other operational teams.
• Coordinate with suppliers, carriers and logistics providers to resolve operational issues.
• Support departmental objectives relating to inventory availability, customer service and operational performance.
• Provide timely communication regarding inventory, logistics and material flow activities.

Continuous Improvement

• Identify opportunities to improve inventory control, logistics performance and material handling processes.
• Support initiatives aimed at reducing errors, improving traceability and enhancing operational efficiency.
• Participate in cross-functional improvement projects and process reviews.
• Support the transition from SAP Business One to SAP S/4HANA and help align operational processes to future-state ways of working.
• Adhere to the letter and spirit of OrganOx’s Code of Conduct and all company policies.

Requirements

Skills & Experience

• Demonstrable experience in a materials control, inventory, warehouse, logistics or supply chain coordination role.
• Strong working knowledge of ERP systems, preferably SAP.
• Experience working within manufacturing, medical device, pharmaceutical or other regulated environments preferred.
• Good understanding of inventory control, stock movements, warehouse operations and logistics processes.
• Strong organisational and problem-solving skills.
• Excellent attention to detail and ability to manage multiple priorities simultaneously.
• Competent user of Microsoft Excel and Microsoft Office applications.
• Strong written and verbal communication skills.
• Ability to work independently whilst contributing effectively within a team environment.
• Demonstrates a strong commitment to safety, quality, compliance and patient-focused outcomes.
• Takes ownership of assigned responsibilities and see activities through to completion.
• Communicates professionally and respectfully with all stakeholders.
• Demonstrate flexibility, accountability and a continuous improvement mindset.

Qualifications

• GCSEs or equivalent, including Mathematics and English; A-levels or equivalent qualification in Business, Science, Engineering, Logistics or Supply Chain Management preferred
• Previous experience within inventory, logistics, supply chain, warehouse or materials control operations.
• CILT Level 3 Certificate in Logistics and Transport (desirable)
• IoSCM qualification in Inventory, Logistics or Supply Chain Management (desirable)
• SAP ERP training or certification (desirable)

Benefits

At OrganOx, we value innovation, evidence, integrity, teamwork, respect, and passion. We offer competitive compensation and comprehensive benefits, including healthcare and retirement plans. We support work-life balance and provide opportunities for ongoing professional development.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation race, or any other characteristics protected by law.