Warehouse Administrator

1 day ago

Cape Town, South Africa HR Genie Full time

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 system-related 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 staff 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.

Skills & Qualifications:

Experience:

  • Previous experience in warehouse administration or a related role is preferred.
  • Familiarity with Warehouse Management Systems (WMS) is highly desirable.
  • Experience in invoicing, billing, and general administrative duties is an advantage.

Skills:

  • Proven experience as a Warehouse Administrator or in a similar role
  • Strong organizational and time-management skills.
  • Attention to detail with the ability to identify discrepancies and errors in data.
  • Ability to multitask and handle multiple responsibilities in a fast-paced environment.
  • Excellent communication skills, both written and verbal.
  • Proficient in Microsoft Office Suite (Excel, Word, Outlook).
  • Experience in inventory management and logistics.
  • Excellent communication and interpersonal skills.
  • Ability to work well under pressure in a fast-paced environment.
  • Knowledge of health and safety regulations in warehouse operations is beneficial.

Qualifications:

  • High school diploma or equivalent required; further education or certification in logistics, supply chain management, or business administration is a plus.

Personal Attributes:

  • Proactive and solution oriented.
  • Strong attention to detail and accuracy.
  • Highly organised and detail orientated
  • Ability to work independently and as part of a team.
  • Strong problem-solving skills with a focus on continuous improvement.
  • Flexible and adaptable to changing priorities in a fast-paced environment.

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