Warehouse Admin Assistant

The Warehouse Admin Assistant provides administrative and clerical support to ensure the smooth and efficient operation of warehouse activities. The position is responsible for maintaining accurate records, encoding inventory transactions, preparing warehouse documents, coordinating with internal departments, and assisting with daily warehouse and inventory-related tasks.

Key Responsibilities

1. Administrative Support

• Perform daily administrative and clerical tasks for the warehouse department.
• Prepare, organize, and maintain warehouse documents and records.
• Encode and update warehouse transactions, inventory movements, and stock records.
• Maintain an organized filing system for delivery receipts, purchase orders, stock transfer forms, receiving reports, and other documents.
• Assist in preparing daily, weekly, and monthly warehouse reports.

2. Inventory Support

• Assist in monitoring inventory levels and stock movements.
• Encode incoming and outgoing inventory accurately in the company’s system or inventory records.
• Assist in conducting physical inventory counts and stock reconciliation.
• Report discrepancies between physical inventory and system records to the Warehouse Supervisor.
• Help monitor damaged, defective, returned, or slow-moving items.

3. Receiving and Releasing Support

• Assist in checking incoming deliveries against purchase orders and delivery documents.
• Verify quantities, item descriptions, and other relevant details of received goods.
• Prepare and process documents for the release, transfer, or return of stocks.
• Ensure that all warehouse transactions are properly documented and authorized.

4. Coordination

• Coordinate with Procurement, Sales, Accounting, Logistics, and other departments regarding warehouse requirements and concerns.
• Respond to inquiries regarding stock availability, warehouse documents, and inventory transactions.
• Assist in coordinating deliveries, stock transfers, and returns.
• Relay inventory discrepancies or operational concerns to the appropriate personnel.

5. Warehouse Operations Support

• Assist warehouse personnel with daily operational requirements when necessary.
• Help maintain proper organization and cleanliness of warehouse records and work areas.
• Ensure that warehouse documents are properly completed, filed, and readily accessible.
• Follow company policies, warehouse procedures, safety rules, and inventory control guidelines.
• Perform other duties and responsibilities assigned by the immediate supervisor.

Qualifications

• Bachelor’s degree in Business Administration, Logistics, Supply Chain Management, or a related field is preferred.
• Fresh graduates are welcome to apply; relevant administrative or warehouse experience is an advantage.
• Basic knowledge of inventory and warehouse procedures.
• Proficient in Microsoft Office applications, particularly Microsoft Excel.
• Good organizational and record-keeping skills.
• Strong attention to detail and accuracy.
• Good communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Willing to perform both administrative and occasional warehouse-related tasks.