Warehouse Administrator

The BEverage COMpany; KwaMakhutha; On-site; ZAR 180,000 - 240,000; Full time

Job summary

The BEverage COMpany is hiring a Warehouse Administrator to support the Warehouse Management System (WMS), ensure accurate data entry, track inventory, and assist with invoicing and order processing to keep warehouse operations efficient.

You will monitor and update the WMS, help troubleshoot system issues with IT, perform stock reconciliations, investigate variances, train staff on WMS procedures, and coordinate order picking and shipping documentation.

Qualifications

• Proven ability to handle data entry with high accuracy.
• Experience with warehouse administration and invoicing.
• Familiarity with WMS processes and stock movement.

Responsibilities

• Monitor, update, and maintain the WMS database for stock levels and order fulfilment.
• Assist with WMS troubleshooting and liaise with IT.
• Perform data audits, stock reconciliation, and investigate variances.
• Assist in training warehouse staff on WMS procedures.
• Coordinate picking, packing, and delivery documentation.
• Support invoicing and billing processes and maintain records.

Job description

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 systemrelated 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.

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.