Warehouse Admin Assistant
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Job Summary
Provides support to the WH Manager/Asst. WH Manager/WH Supervisor in the day-to‑day activities of warehouse operations. Performs various clerical tasks, prepares necessary reports in a timely manner, and coordinates with different departments on related concerns to maintain the smooth flow of operations.
Manages the filing of warehouse documents and ensures that all forms needed for daily operations are available. Performs additional tasks that may be assigned by the Warehouse Manager.
Incoming Activities
Assists the WH Manager in ensuring the completeness of documents from truckers/brokers.
Prints and compares documents emailed by Importation to FLs.
Assists in the inspection of items upon arrival and monitors the unloading process.
Ensures inventory monitoring report preparation, RR creation, posting in BC, IR creation, and reporting to concerned departments.
Outgoing Activities
Reports the daily scheduled deliveries to the WH Manager.
Double-checks stock availability and readiness for delivery.
Checks if SOs are released prior to loading.
Ensures the accuracy of weights.
Prepares DRs, COAs, POs, and withdrawal slips.
Reports truck loading status to Logistics.
Updates inventory monitoring.
Handles SO posting in BC and coordinates with other departments regarding SO concerns.
Safekeeps warehouse copies of delivery documents.
Inventory Accuracy
Conducts weekly reconciliation of actual inventory with Business Central inventory.
Assists the WH Manager in conducting timely inventory checks.
Reports any inventory discrepancies.
Reports
Prepares and submits reports at the scheduled times required by other departments.
Daily: Daily Transaction Report to the Cost Team.
Weekly: DR Monitoring Report to the Billing Team.
Prepares Incident Reports when necessary.
Records
Ensures that all warehouse operations records, in both hard and soft copies, are updated, including:
PMS, repairs, and maintenance of the warehouse, trucks, and equipment.
Rent and utility payments.
Tank activities.
Stretch film usage.
Seal usage.
Detergent usage.
Sanitizer usage.
Alcohol and hand soap usage.
Petty Cash Reports
Handles the preparation and transmittal of Petty Cash reimbursements once signed.
Updates the petty cash monitoring report.
Prepares and signs CVs.
Prints and signs the petty cash summary.
Updates records of reimbursed PCFs.
Document Transmittals
Prepares all documents for transmittal to various departments through BC once reviewed by the WH Manager.
Updates transmittal reports and safekeeps signed hard copies.