Warehouse Admin and Warehouse Associate

The Warehouse Admin and Inventory Associate is responsible for supporting the daily administrative and inventory operations of the warehouse. The role ensures accurate recording, monitoring, and reconciliation of inventory, proper documentation of incoming and outgoing goods, and timely coordination with internal departments. The position also assists in maintaining an organized, efficient, and accurate warehouse management system.

Key Responsibilities

1. Inventory Management

• Monitor and maintain accurate inventory records for all stocks, supplies, equipment, and materials.
• Conduct regular physical inventory counts and reconcile discrepancies between physical stocks and system records.
• Prepare inventory reports and provide updates on stock levels, variances, and movement.
• Monitor stock availability and identify items requiring replenishment.
• Ensure proper labeling, identification, and storage of inventory items.
• Assist in investigating and resolving inventory discrepancies.

2. Warehouse Administration

• Prepare, organize, and maintain warehouse-related documents and records.
• Process and verify documents for receiving, releasing, transferring, and returning items.
• Encode inventory transactions accurately into the company’s inventory or warehouse management system.
• Maintain organized filing systems for purchase orders, delivery receipts, stock transfer documents, and other warehouse records.
• Prepare daily, weekly, and monthly warehouse and inventory reports.

3. Receiving and Releasing of Items

• Assist in checking incoming deliveries against purchase orders, delivery receipts, and other supporting documents.
• Verify item descriptions, quantities, serial numbers, and physical condition upon receipt.
• Coordinate the proper release of stocks based on approved requests or documents.
• Ensure that all inventory movements are properly documented and recorded.

4. Coordination and Communication

• Coordinate with Procurement, Sales, Accounting, Logistics, and other departments regarding inventory and warehouse concerns.
• Communicate stock availability, discrepancies, and inventory issues to the appropriate personnel.
• Assist in coordinating deliveries, transfers, returns, and other warehouse activities.
• Respond promptly to inventory-related inquiries from internal departments.

5. Warehouse Control and Compliance

• Help maintain proper organization, cleanliness, and safety within the warehouse.
• Ensure that stocks are stored according to company procedures and appropriate handling requirements.
• Follow established inventory control policies, warehouse procedures, and safety regulations.
• Assist in monitoring slow-moving, damaged, defective, or obsolete inventory.
• Maintain confidentiality and accuracy of warehouse and inventory records.

Qualifications

• Bachelor’s degree in Business Administration, Logistics, Supply Chain Management, Accounting, or a related field; vocational or relevant experience may also be considered.
• At least 1 year of experience in warehouse administration, inventory control, logistics, or a related role is preferred.
• Experience with inventory management systems or ERP software is an advantage.
• Proficient in Microsoft Office, particularly Excel.
• Strong attention to detail and accuracy in data entry and documentation.
• Good organizational, time-management, and problem-solving skills.
• Good communication and interpersonal skills.
• Physically capable of performing occasional warehouse-related tasks.
• Willing to work extended hours, weekends, or holidays when required by operations.