Receiving Documentation

• Accurately process and record incoming deliveries, verifying details against purchase orders, delivery receipts, and other relevant documents.
• Generate Goods Receipt (GR) notes and ensure all necessary information (e.g., product type, quantity, lot/batch numbers, expiration dates, temperature upon receipt) is captured correctly.
• Coordinate with the Receiving and QA teams to address any discrepancies, damages, or quality issues noted upon arrival and ensure proper documentation thereof.
• Scan and file all receiving documents (physical and digital) systematically.

Inventory Movement and Storage Documentation

• Record all internal inventory movements, including put-away locations, transfers between zones (e.g., chiller to freezer), and product re-locations.
• Process adjustments (e.g., for damages, disposals, consolidations) with proper authorization and supporting documentation.
• Ensure all data entered into the WMS or inventory system reflects the physical movement and status of goods accurately and in real-time.
• Assist the Inventory Controller in preparing documentation for cycle counts and physical inventories.

Dispatch and Outbound Documentation

• Prepare accurate picking lists and dispatch orders based on client instructions and sales orders.
• Generate Delivery Receipts (DRs), Gate Passes, and other necessary outbound documents, ensuring all details match the products being loaded (e.g., product quantity, batch numbers, temperature).
• Verify that all outbound documentation is complete, signed, and authorized before goods leave the facility.
• Scan and file all dispatch documents systematically.

Data Entry and System Management

• Perform precise and timely data entry into the Warehouse Management System (WMS), ERP system, or other inventory software.
• Maintain the integrity and accuracy of inventory data within the system.
• Generate various operational reports from the WMS (e.g., stock lists, movement reports, historical data).
• Assist in basic troubleshooting of WMS related issues, escalating complex problems to IT or supervisor.

Record Keeping and Filing

• Establish and maintain a highly organized filing system for all warehouse documents (e.g., GRs, DRs, transfer slips, inventory adjustments), ensuring easy retrieval for audits and daily operations.
• Ensure proper archiving of old records in compliance with company policies and regulatory requirements.
• Handle sensitive client and product information with strict confidentiality.

Communication and Coordination

• Communicate effectively with warehouse staff, forklift operators, inventory controllers, sales, and accounting teams regarding documentation flow and discrepancies.
• Respond to internal and external inquiries related to shipment status or documentation.
• Provide administrative support to the warehouse and operations teams as needed.

QUALIFICATIONS

• Bachelor's degree in Business Administration, Logistics, Supply Chain Management, Office Administration, or a related field.
• Vocational course graduates with relevant experience are also encouraged to apply.
• Familiarity with common warehouse documents (e.g., delivery receipts, picking lists, goods receipt notes).
• Proficiency in Microsoft Office Suite, particularly Excel and Word.