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 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 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.