Organizational Responsibility Matrix

Structure Board

USA Medical Surplus · Vital Guard Pharma
September 30, 2026  ·  Each VA owns a unique lane  ·  Internal Use Only
Supply Sources
👥 Resellers
🏪 Secondary Market Suppliers
💊 OTC Sources
🩺 RX Medical Device Sources
🚗 Driver Dispatch Routes
🌿 Non-Controlled Substance Sources
Goods enter primarily through the secondary market and driver network.
▶ Inventory / Goods Inbound
UMS — USA Medical SurplusPrimary Purchasing & Fulfillment Engine
🎯 Primary Role
  • Primary purchasing outlet for both entities
  • Main inventory and fulfillment engine
  • Receives goods from secondary market & dispatch drivers
🛒 What UMS Buys
  • OTC products
  • RX medical devices
  • Non-controlled substances
  • Examples: insulin, diabetic pills, asthma inhalers
📦 What UMS Does
  • Purchasing & Dispatch bring goods inbound (Procurement)
  • Warehouse receives, inspects, and processes incoming goods
  • Inventory stores, catalogs, and manages all stock
  • Prepares, picks, packs, and fulfills outbound orders
  • Fulfills the majority of VGP order volume
  • Sells directly to pharmacies and wholesalers
  • Sells excess inventory to other wholesalers
★ UMS specializes in purchasing access, inventory control, and operational fulfillment.
← Fulfillment
Requests
⇄
Pick, Pack,
Ship →
VGP — Vital Guard PharmaLicensed National Sales Outlet
✅ Primary Role
  • Licensed national sales outlet
  • Licensed in all 50 states
  • NABP accredited
NABP DDA VAWD 21 CFR Part 205 DSCSA
🛒 What VGP Does
  • Receives orders from pharmacies and platforms
  • Acts as the national licensed sales channel
  • Routes most orders to UMS for fulfillment
  • Coordinates sales while UMS handles most fulfillment
  • Ships ~1 FDA-compliant order per week directly
📈 Strategic Function
  • Expands national sales reach
  • Adds compliance infrastructure
  • Allows purchasing and fulfillment to stay centralized through UMS
Customers
← Orders
🏥 Pharmacies VGP — licensed national channel UMS — direct sales
🌐 Platforms VGP — orders routed to UMS
Wholesalers
← Direct & Excess Inventory
UMS sells directly to wholesalers. Excess inventory moved when appropriate.
1
Supply sourced from resellers / secondary market / drivers
→
2
UMS Purchasing & Dispatch receive goods inbound
→
3
UMS Warehouse receives, inspects & processes
→
4
UMS Inventory stores & manages all stock
→
5
VGP receives pharmacy & platform orders
→
6
VGP sends fulfillment requests to UMS
→
7
UMS fulfills most outbound orders; VGP ships ~1 FDA-compliant order/week directly
🤝
Core model: UMS buys, stores, and fulfills. VGP sells through a licensed national outlet. Together, they combine strong purchasing access, centralized fulfillment, nationwide sales reach, and compliance infrastructure.
Why this model works
🌐 Higher supply access
🔥 Better control of hot items
💲 Greater pricing flexibility
📦 Better fulfillment capacity
✅ Nationwide compliant sales reach
💰 Monetize excess inventory
DRIVERS Management Layer — Sets Direction & Holds the Standard
UMS + VGP
EJ Espiritu
UMS & VGP Oversight
  • Maintain control of the management system
  • Enforce disciplined execution across both entities
  • Continuously improve operations
  • Align UMS & VGP as one coordinated operation
  • Ensure management owns their responsibilities
  • Escalate material risks to ownership
  • Protect what has been built
UMS + VGP
Myrille
Lead Manager — Execution & Accountability
  • Day-to-day management execution
  • Always growing — never regressing
  • Enforce organization, optimization & communication
  • Drive revenue & profit growth
  • Maintain all active systems & SOPs
  • Hold every employee equally accountable
  • Prevent & correct regression immediately
  • Escalate material risks to ownership
VGP
Reymark Sicat
VGP Operations Manager — Structure & People
  • Oversee VGP day-to-day operations
  • Build organized, accountable & scalable structure
  • Establish clear ownership & accountability across departments
  • Develop & maintain SOPs, workflows & reporting systems
  • Manage recruitment, hiring & onboarding
  • Monitor employee performance & conduct
  • Identify & resolve recurring operational problems
  • Escalate risks & compliance concerns to management
UMS
Ernesto
UMS Manager — Growth, Systems & AI Automation
  • Own detailed operations across all of UMS
  • Drive continuous & sustainable growth
  • Enforce organization, optimization & communication
  • Maintain & protect all active systems & SOPs
  • Aggressively automate repeatable work with AI
  • Build analytics & management visibility
  • Hold every employee accountable without favoritism
  • Coordinate with VGP — never bypass entity separation
  • Escalate risks with a proposed solution & owner
OPS GRAPH Department Map — Same Departments Aligned · VGP Left  |  UMS Right
VGP Entity
Vital Guard Pharma
5 Departments · 13 Roles
Coordination Layer
UMS Entity
USA Medical Surplus
7 Departments · 10 Roles
Sales
VGP
Marisol Nadonza
Sales Manager — Pipeline, Team & KPIs
  • Own daily sales operations across all reps and the full pipeline
  • Run daily team huddle and confirm revenue targets every morning
  • Qualify, tier, and assign all leads — Hot, T1, T2, T3
  • Oversee all active orders from confirmed to delivered
  • Track all 7 KPIs daily and escalate any warning or critical immediately
  • Escalate orders above $5,000 to Austin before any action
  • Never allow a DNC violation — zero tolerance
VGP
Christian Patricio
Cold Caller — New Lead Generation & Pipeline
  • Follow up on pending payments from delivered orders — first task daily
  • Generate new pharmacy leads and make quality cold calls every shift
  • Secure recurring and repeat orders from existing customers
  • Qualify and categorize leads as Hot, Warm, or Potential every day
  • Convert qualified leads into confirmed orders and forward to Sol
  • Log every call and interaction in the CRM within 5 minutes
VGP
Shaira Mae Molino
Cold Caller & Order Coordinator
  • Check recurring customer emails and secure repeat orders — first hour
  • Generate new pharmacy leads and make quality cold calls every shift
  • Add all confirmed orders to OPS flow and notify the warehouse
  • Create invoices and payment links in QuickBooks for every confirmed order
  • Create shipping labels once warehouse confirms order is prepared
  • Log every interaction, order, invoice, and payment status in the CRM
SALES
Sales
UMS
Kim Villapando
Sales Manager
  • Own all customer communications across Email, SMS, and RingCentral
  • Collect and process all customer orders for OTC and Regulated OTC products
  • Create and manage all invoices via Wave and HubSpot
  • Coordinate order fulfillment with the Warehouse team
  • Track all outbound shipments and send tracking numbers to customers
  • Manage pending payments and follow up on overdue accounts
  • Submit daily, weekly, and monthly sales reports to management
UMS
Arnie Villapando
Sales Cold Caller / Support
  • Conduct daily outbound cold calls to pharmacies and distributors
  • Generate and qualify new leads using HubSpot and RingCentral
  • Send follow-up emails and price lists to warm and hot leads
  • Create shipping labels via PirateShip upon receiving warehouse dimensions
  • Update all export transaction sheets daily with shipping and label data
  • Log all call outcomes and lead status in real time in HubSpot
  • Submit end-of-day report to management by 5:00 PM
Marketing
VGP
Kizzaline Cassion (Kizz)
Social Media Manager — Content, Ads & Lead Capture
  • Manage all 8 social media platforms daily
  • Produce and publish daily content — reels, stories, and captions
  • Monitor and report on ad performance — Meta and Google
  • Capture and route all inbound leads to Sales immediately
  • Source top-of-funnel Canadian pharmacy prospects for management review only
  • Research suppliers and request quotes — does not screen or onboard (Anton owns that)
  • Submit EOD report daily and weekly report every Saturday
MARKETING
Marketing
UMS
Jouel Metran
Marketing Manager
  • Monitor Facebook Ads, Google Ads, and HubSpot ad campaigns daily (9:00 AM – 1:00 PM)
  • Create and publish one branded social media post per day by 12:00 PM
  • Respond to all Facebook inbox messages and comments within 2 minutes
  • Capture all inbound leads and qualify using the 2-of-4 framework
  • Forward qualified leads to Sales via Pharma Sales Leads GC within 2 hours
  • Execute all assigned daily SEO tasks and log completion in checklist
  • Submit daily expense report with screenshots by 1:00 PM
Canadian Purchasing
VGP
Mariebeth (Marie) Grepo
Purchasing Lead — Procurement & Final Approvals
  • Own all procurement operations from inbox to order placement
  • Process both purchasing inboxes to zero every morning
  • Source and log new FDA-compliant suppliers daily
  • Lead the Canadian Purchasing project daily every afternoon
  • Qualify and advance Canadian suppliers through all gates before activation
  • Never activate a Canadian supplier without all written approvals in place
  • Deliver EOD report on Discord with mic and camera by 5:00 PM daily
VGP
Anton Patricio
Canadian Purchasing Support — Research & Screening
  • Research and screen new Canadian suppliers against all compliance requirements
  • Conduct supplier price checks and maintain price tracker daily
  • Contact screened suppliers using approved templates only — no commitments
  • Prepare and submit approval packets to Ms. Marie for every qualified supplier
  • Escalate all compliance concerns and price changes to Ms. Marie same day
  • Never engage or onboard a supplier without the full three-step approval
PURCHASING
Purchasing / Import
UMS
King Patricio
Import Manager
  • Verify, document, and reconcile all inbound import shipments received
  • Manage all customer and reseller communications via Email, RingCentral, and WhatsApp
  • Maintain Payment Tracker and Tracking Sheet records every operational day
  • Run compliance screening on all shipment HS codes — escalate every flag immediately
  • Submit midday report by 1:00 PM and EOD report by 4:00 PM daily
  • Oversee all invoice discrepancies, manifest mismatches, and non-standard pricing
UMS
Gilbert Joson
Import Operator — Mail-In & Payment Coordination
  • Receive and verify all inbound customer mail-in shipments same business day
  • Cross-check scan data against customer claims, photos, and Pricing Matrix
  • Price all shipments per the Matrix — escalate all non-standard items to King
  • Build cross-check tabs and submit Payment Tracker total to King by 2:30 PM daily
  • Support King's payment approval window (3:00–4:00 PM) — never execute payments alone
  • Flag all counterfeit suspicions and escalate to King within 15 minutes
Dispatch
UMS
Skeet Liam Espiritu
Dispatch Manager
  • Answer all inbound customer calls and quote approved prices from the UMS Price Sheet
  • Obtain Director pre-approval for all Regulated OTC pickups before scheduling
  • Manage driver routing in real time via OptimoRoute
  • Approve or reject all product scans from drivers at customer locations
  • Conduct outbound cold calls during shift downtime
  • Compile and post EOD dispatch report and cash report by 4:45 PM
UMS
Reymon Bechayda
Dispatcher
  • Answer all inbound customer calls and quote approved prices from the UMS Price Sheet
  • Obtain Director pre-approval for all Regulated OTC pickups before scheduling
  • Manage driver routing in real time via OptimoRoute
  • Approve or reject all product scans from drivers at customer locations
  • Conduct outbound cold calls during shift downtime
  • Compile and post EOD dispatch report and cash report by 4:45 PM
Driver SOP
START OF SHIFT Clock in → Collect cash from locker → Confirm bucket → Readiness check (heat gun, scale, phone, tablet, review cards, signages)
PICK-UP OptimoRoute assigns route → Mark Enroute → Call customer on arrival → Photo to Driver GC → Wait for approval before payment → Log in Check-In Sheet
END OF SHIFT Post 3–5 signages during downtime → Return by 5 PM → Count cash & send photo → Update Sheet → Leave all cards at warehouse
✓ Approve when ALL pass: label legible, name matches, expiry future, packaging intact, qty matches  |  ✗ Reject on any fail — Regulated OTC failure: call Director immediately
Inventory
VGP
Nelson Serbito
Primary Owner — Inventory Final Authority
  • Hold final approval authority on all exceptions, holds, substitutions, and escalations
  • Issue all written instructions to Inventory Staff and Warehouse Personnel via Telegram
  • Approve all EOD reports before sign-off
  • Oversee monthly full physical stock count coordination with Warehouse Personnel
  • Approve all SOP amendments in writing before implementation
INVENTORY
Inventory
UMS
Tricia Olivares
Inventory Manager
  • Scan and verify all incoming inventory from driver buckets and imports same day
  • Update all inventory sheets within 5 minutes of verification — 100% same-day encoding
  • Cross-check all order scans and validate expiration dates and item conditions
  • Respond to all Sales inventory requests and approve orders for fulfillment
  • Monitor and report all discrepancies and low stock alerts immediately upon detection
  • Conduct daily inventory audit — resolve all discrepancies before EOD
  • Update product status (Fast/Slow Moving) in Price Adjustment Sheet by the 28th monthly
Licensing
VGP
Alma
Licensing Manager — Sequencing & Filing Authority
  • Sequence daily priorities across Cess, Eubert, and all 3 VAs
  • Prepare and file license applications after all approval gates pass
  • Post Compliance Officer approval request before every filing
  • Oversee all open escalations and track response windows
  • Post consolidated EOD report to Telegram by 5:00 PM CT
  • Cover absent VA, Cess, or Eubert functions unless CO assigns another
  • Flag any application filed without prior written approval immediately
VGP
Cess
Tracker & State Requirements — Single Source of Truth
  • Maintain single source of truth for all 50 states (WDD + Controlled Substance)
  • Incorporate updates from all 3 VAs and Eubert into live tracker
  • Keep state requirements current — never apply one state's rules to another
  • Distribute updated tracker to all team members before each follow-up cycle
  • Route missing or conflicting information to Eubert with full context
  • Produce weekly status summary (Applied / In Progress / Blocked / Approved)
  • Flag fee deadlines and time-sensitive blockers without waiting for weekly summary
VGP
Eubert
Blocker Resolution — Clears the Path to Approval
  • Own every blocker preventing a WDD or Controlled Substance application from moving
  • Review blockers raised by VAs and Cess — identify the correct resolution path
  • Coordinate with Legal, Operations, and Pharmacist-in-Charge to clear blockers
  • Prioritize rejections, fee deadlines, and time-sensitive items first
  • Confirm resolutions and report back to Cess with evidence
  • Never assume a solution from one state applies to another
VGP
Mylene Dosil
VA 1 — Board Follow-Up (14 States)
  • Contact state boards of pharmacy for all 14 assigned states every cycle
  • Obtain current WDD and Controlled Substance status from each board
  • Record every interaction in live tracker using Cess's exact format
  • Escalate blockers to Cess and Eubert with full details
  • Notify immediately for any rejection or 30+ day stall
Assigned States — 14 AK · AZ · AR · CA · CO · DE · FL · GA · HI · ID · IL · IN · IA · KS
VGP
Marjorie Reabad
VA 2 — Board Follow-Up (15 States)
  • Contact state boards of pharmacy for all 15 assigned states every cycle
  • Obtain current WDD and Controlled Substance status from each board
  • Record every interaction in live tracker using Cess's exact format
  • Escalate blockers to Cess and Eubert with full details
  • Notify immediately for any rejection or 30+ day stall
Assigned States — 15 KY · LA · ME · MD · MA · MI · MN · MS · MO · MT · NE · NV · NH · NJ · NM
VGP
Kenjie
VA 3 — Board Follow-Up (15 States)
  • Contact state boards of pharmacy for all 15 assigned states every cycle
  • Obtain current WDD and Controlled Substance status from each board
  • Record every interaction in live tracker using Cess's exact format
  • Escalate blockers to Cess and Eubert with full details
  • ⚑ Flag Wyoming scope inconsistency to Compliance Officer before any follow-up
Assigned States — 15 NY · NC · ND · OH · OK · OR · RI · SC · SD · TN · UT · VT · VA · WA · WY
Warehouse / Distribution
VGP
VGP
Designated Representative
Final Approval Authority & NABP/DSCSA Compliance
  • Grant final approval on all new and revised Warehouse SOPs
  • Verify all trading partners are DSCSA-authorized (ATP) before any receipt is accepted
  • Ensure all warehouse personnel meet NABP qualification and training standards
  • Oversee DSCSA compliance across all product receipts, transfers, and traceability records
  • Escalate all regulatory findings, diversion suspicions, and CS incidents to management immediately
23 Active SOPs (SOP-WH-000 → SOP-WH-022) · NABP DDA/VAWD · 21 CFR Part 205 · DSCSA
UMS
UMS
Station 1 (TBD)
Inbound Check-In — Driver Buckets & Import Orders
  • Morning USPS P.O. Box run by 9:00 AM — retrieve all import packages, return by 9:45 AM
  • Process every driver bucket 10:00–10:30 AM — seal inspection, weighing (±0.1 g), Zebra scan, grading (MINT / DING / DMG), photo to QC group chat
  • Process all import packages 10:30 AM–3:00 PM — same check-in flow with tighter ±0.05 g tolerance
  • Remove labels with heat gun + Goo Gone; shred all prescription labels and invoices immediately (max 5 sheets/pass)
  • Report all discrepancies (broken seal, weight fail, expired, damaged) via photo + message in Purchasing–QC group chat before any action
  • Stage verified buckets and boxes on rolling rack — pass to Station 2 for secondary inspection and storage
  • Prepare UPS packages 3:00–3:45 PM; run drop-off only if UPS auto-pickup fails (4:00–4:45 PM)
UMS
Station 2 (TBD)
Order Fulfillment, Shipment & Secondary Inspection
  • Calibrate both product and return package scales daily (100 g + 500 g weights; log Pass/Fail before any fulfillment)
  • Process all orders 9:30 AM–3:30 PM — pick FIFO, verify weight (±0.1 g), photograph items, scan via Zebra TC26, pack, label, stage by carrier
  • Amazon orders packed and ready by 2:00 PM; minimum 3 products per bulk order
  • Cold-chain items: Ziplock + 4 frozen ice blocks in Uline insulated cooler; mark outer box COLD CHAIN — KEEP FROZEN
  • Secondary inspection of all Station 1 items 3:30–4:30 PM — re-check seals, weight, and physical damage; flag any failures to Warehouse group chat
  • Shred all Station 1 prescription labels and invoices (max 5 sheets/pass); log shredding with date
  • Sort verified items into Rx vs. OTC storage; track supply usage and reorder alerts after each order
Human Resources
UMS + VGP
Angelika
HR Officer — Attendance, Compliance, CCTV & Payroll
  • Own all HR operations for both companies every shift
  • Monitor attendance across all VAs via ClockOps and the HR Timesheet
  • Monitor Discord compliance — screenshare, camera, and room assignment — continuously
  • Monitor all CCTV systems every 20 minutes — Blink, UBox, and ADT Control
  • Handle all inbound calls via RingCentral and route to the correct department
  • Verify payroll every Monday and submit to Austin before 10:00 AM
  • Issue compliance warnings and strikes for all confirmed violations
  • Post three separate EOD reports before 4:45 PM — HR, Management, and CCTV groups
Accounting
UMS
Myrille Serbito
Accounting Manager
  • Own all accounting operations including bookkeeping and financial records
  • Reconcile daily payments, invoices, and expenses across all departments
  • Manage accounts receivable and follow up on outstanding payments
  • Prepare and submit financial reports to management
  • Coordinate with Sales on payment confirmations and pending balances
  • Process all payroll, vendor payments, and expense reimbursements
  • Maintain compliance with accounting standards and internal financial controls
UMS | VGP Structure Board  ·  September 30, 2026  ·  Confidential — Internal Use Only