Warehouse Administrator

Purpose

The Warehouse Administrator plays a critical role in ensuring smooth and efficient warehouse

operations. This role supports the Warehouse Management System (WMS) process, ensuring accurate

data entry, tracking of inventory, and system updates. Additionally, the role aids Warehouse

Supervisors in various administrative and operational responsibilities, including invoicing and order

processing.

Key Accountabilities and Outputs

Warehouse Management System (WMS) Support:

Monitor, update, and maintain the WMS database to ensure accuracy in stock levels,

order fulfilment, and inventory tracking.

Assist with troubleshooting WMS issues and liaise with the IT team to resolve systemrelated

problems.

Perform regular data audits and stock reconciliation, ensuring the system reflects the

actual physical inventory.

Investigating variances and fix system comparison reports.

Actioning and following up with AE's on expiry dates and unplanned issues.

Assist in the training of warehouse sta on WMS procedures and best practices.

Assist Supervisor in assigning of orders to pickers via WMS System

Monitoring picking of orders and co-ordinating priority picking

Advising warehouse supervisor/ checker once load has been picked

Assisting Supervisor in Processing of invoice on WMS system

Invoicing & Billing Support:

Support Warehouse Supervisors with the preparation and processing of customer

invoices.

Ensure that all orders are billed accurately and promptly based on inventory movement

and shipment.

Resolve any discrepancies between warehouse activities and invoicing.

Assist with maintaining accurate records of invoices, payments, and other financial

transactions.

Order Processing & Documentation:

Coordinate the flow of orders from receipt to dispatch, ensuring timely processing and

shipping.

Verify order details and create shipping documentation such as pick lists, packing slips,

and delivery notes.

Maintain records of all shipments and stock movement for auditing purposes.

Inventory Management & Reporting:

Regularly update inventory levels in the WMS, ensuring accurate stock counts and

locations.

Assist in cycle counts and physical inventory audits to ensure inventory accuracy.

Provide inventory reports and updates to the Warehouse Supervisor and Manager as

needed.

Communication and Coordination:

Liaise with suppliers, customers, and internal departments to ensure timely and

accurate order fulfilment.

Communicate with Warehouse Supervisors regarding any delays, stock shortages, or

operational issues.

Provide administrative support to the warehouse team, including answering queries and

assisting with documentation.

Daily/ weekly/ monthly reporting of pick rates in WMS in conjunction with Supervisors

Health & Safety Compliance:

Ensure that warehouse operations comply with safety regulations and company

policies.

Assist Warehouse Supervisors in maintaining a clean, safe, and organized working

environment.

Other Administrative Duties:

Manage and file warehouse-related documentation (e.g., invoices, delivery notes,

purchase orders) in an organized manner.

Provide general administrative support to the warehouse team as directed by the

Warehouse Supervisor or Manager.

Assist with the preparation of reports related to warehouse performance, shipping, and

stock levels.