Job Description – Warehouse Inventory Administrator

Role Overview

We are seeking a detail-oriented Warehouse Inventory Administrator to support warehouse operations by ensuring accurate stock control, efficient receipting, and adherence to operational processes. The role requires strong administrative ability, attention to detail, and collaboration with warehouse and operational teams.

Key Responsibilities

1. Inventory Administration

• Ensure all documentation is completed accurately and filed correctly (region transfers, cycle counts, supplier invoices).

• Receipt all inbound supplier deliveries and region transfers within 24 hours of delivery.

• Assist in ensuring the entire warehouse is cycle counted at least once per quarter.

• Communicate any risk to daily turnaround times (TAT) to the Inventory Supervisor before 15:00 daily.

• Escalate any suspicious or potentially fraudulent activity to management immediately.

• Conduct daily close-out and operational handover with the Warehouse Supervisor.

Supplier Management

• Place supplier orders received from the Inventory Manager before close of business on the same day.

• Follow up with suppliers within 72 hours if no confirmation or feedback is received.

• Investigate and communicate:

  • Out-of-stock items

  • Discontinued items

  • Short-supplied items

  • Supplier delivery discrepancies

• Process supplier claims for shortages, damages, or discrepancies.

Reporting & Administration

• Maintain and submit the Weekly Singles Conversion Report.

• Resolve all invoice queries before vehicles are dispatched the following morning.

• Ensure all credit notes are processed and attached to invoices before dispatch.

• Maintain and update operational metrics and statistics.

• Respond to operational queries from Customer Care and Telesales before close of business.

2. Picking Accuracy & Dispatch

• Ensure all stock picked matches the picking slip 100% accurately.

• Support the dispatch process to ensure vehicles are loaded:

  • Accurately

  • Efficiently

  • Without delays

• Ensure courier orders are checked, packed, and dispatched according to agreed timelines.

3. Warehouse Standards & Operations

• Promote proper merchandise handling to reduce damages.

• Ensure warehouse premises, stock, and staff remain safe and secure.

• Maintain a clean and organized warehouse environment.

• Ensure damage control procedures are followed.

• Ensure:

  • No dirty stock leaves the warehouse.

  • No loose stock remains in dispatch areas.

  • Loading and receipting bays remain clean and clutter-free.

  • Damaged, short-dated, or expired stock areas remain organized.

4. Teamwork & Operational Support

• Provide support to warehouse operations and management.

• Encourage a culture of continuous improvement.

• Assist pickers in achieving daily picking targets.

• Ensure pickers are actively working and not delayed in loading areas.

• Promote a positive working environment with colleagues across departments.

• Maintain professional and respectful communication at all times.

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