Warehouse Administrative Assistant

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Warehouse Administrative Assistant

The Warehouse Administrative Assistant is responsible for booking the goods receipt and goods issue to accurately keep track of stock administratively in the system and align with physical movement in the warehouse. He/She is responsible for managing and evaluating daily activities of receiving and issuing different items and helping the warehouse coordinators with all activities of warehousing by cross-checking and registering the receiving and issuing of items timely on ERP and WMS systems based on evidence from warehouse coordinators and security data.

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Key Responsibilities

Safety and Sustainability

• Act in accordance with safety regulations and report accidents, incidents, near misses, or unsafe conditions.
• Stimulate an open environment where safety is put first by sharing concerns and acting as an example.
• Lead by example on sustainability and provide feedback to co-workers regarding unsafe or unsustainable behavior.

Operational Planning and Execution

• Execute activities according to the weekly plan and monitor deviations, escalating to the team leader if needed.
• Ensure adequate supply in the store and inform stakeholders of shortages by checking system balances against physical reports.
• Allocate available resources (staff, space, and equipment) to warehouse activities on a daily basis.
• Monitor the progress of warehousing tasks (completed, pending, and expected) and reallocate resources as necessary.

Inventory and Data Management

• Receive or issue raw materials, chemicals, PMS, RPM, and products in the system.
• Reconcile physical count evidence from warehouse coordinators and security with system balances.
• Manage all paperwork relating to item movements (purchase receipts, sales shipments, zone movements, transfer shipments) and file them properly.
• Reconcile available stock data between ERP and WMS platforms.
• Correctly register goods movements, scrapping, and write-offs.
• Perform root cause analysis for inventory discrepancies and stock quality issues.

Reporting and Analysis

• Prepare inventory control dashboards and freshness reports for finished products weekly.
• Ensure monthly circulation reports for RPMs or prepare Stock Position Reports (SPR) and obsolete item reports.
• Provide timely justifications for any pending transfer, sales, or purchase order postings.
• Capture data on truck residence time and daily operations, submitting reports daily for deployment on Power BI.
• Prepare daily performance reports for finished goods, raw materials, and PMS material delivery.
• Document wrong deliveries, overages, shortages, or material damages.

Quality and Standards

• Monitor and control physical storage conditions to preserve goods quality.
• Inspect outer packaging quality for all incoming and outgoing goods.
• Follow all procedures related to quality, hygiene, food safety, and traceability (including FEFO).
• Maintain office 5S standards and ensure the maintenance of warehousing assets and equipment.
• Convert warehouse standards and procedures into SWUIP Guide (digital tool) to improve visibility.

Collaboration and Development

• Align with customer service representatives, the finance team, and outsourced gate controllers on receiving and posting items.
• Ensure minimum residence time for customers and drivers to improve TRT KPI.
• Serve more than 35 clients per shift.
• Participate in TPM improvement activities and team initiatives.
• Work on personal development via an individual PDP.

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Job Requirements

Education

• Bachelor’s degree in business or a related field.

Experience and Skills

• More than 1 year of experience in administration or logistics.
• Experience in the FMCG sector is an added advantage.

Required Technical Skills

• Warehouse Safety Management.

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