Warehouse Support, Admin and Compliance

The Warehouse Support, Admin & Compliance is responsible for overseeing all administrative, compliance, and support functions across 42 warehouses nationwide. This role ensures the timely renewal of permits, contracts, and compliance requirements, as well as efficient coordination of warehouse tools, materials, and systems. By centralizing administrative and compliance tasks, the role supports operational efficiency, reduces compliance risks, and enables the Senior Regional Warehouse Manager to focus on strategy, performance, and people leadership.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Admin & Documentation:

● Manage and consolidate warehouse contracts, permits, renewals, and service

agreements for all sites.

● Maintain accurate filing systems (digital and physical) to ensure easy retrieval of

records.

● Prepare and submit required reports to management on warehouse admin status.

Compliance & Audit Support:

● Coordinate ISO, HSE, and internal audit preparations across all warehouses.

● Standardize compliance reporting templates and monitor corrective action plans.

● Track compliance renewals such as fire safety, business permits, and lease contracts.

Tools, Equipment & Materials Coordination:

● Consolidate regional requests for tools, PPE, laptops, printers, Wi-Fi, and racking.

● Monitor allocation, delivery, and utilization of approved tools and materials.

● Work with Procurement/Admin to ensure timely sourcing and replenishment.

Process Standardization & Efficiency:

● Develop and implement standard admin and compliance workflows across warehouses.

● Maintain centralized dashboards to track renewals, permits, and compliance timelines.

● Recommend improvements to reduce delays and eliminate redundant processes.

Cross-functional Coordination:

● Serve as the main liaison between Warehouses, Procurement, HR, Finance, and Admin on

compliance and support needs.

● Provide timely escalation of issues affecting warehouse operations (e.g., expired

permits, delayed tools)

● Coordinate regional warehouse requirements for smooth communication with head

office.

Risk Management & Reporting:

● Generate and validate reports on inventory status, dispatch logs, material returns, and

warehouse KPIs

● Review documentation for audits, including receiving reports, gate passes, and withdrawal slips, and RIVs

● Track warehouse utilization rates, manpower efficiency, and non-moving/expired stock

SKILLS NEEDED TO PERFORM THE JOB:

● Strong organizational and documentation skills

● Knowledge of compliance, contract management, and ISO standards

● Proficiency in MS Office, Google Suite, and warehouse systems (e.g., WMS/ERP)

● Ability to coordinate with multiple stakeholders under tight deadlines

● Analytical thinking and problem-solving skills

● Familiarity with health, safety, and compliance standards

● Leads by example in discipline, organization, and safety

● Maintains professional communication with staff and stakeholders

● Upholds documentation integrity and ensures transparency in all transactions

● Addresses operational challenges proactively and efficiently

● Promotes accountability and continuous improvement in the team

COMPETENCIES

● LEADING WITH PURPOSE

• Understanding and aligning warehouse admin and compliance work with company's mission and strategy

• Demonstrating ownership and initiative in achieving operational and compliance goals

• Inspiring integrity and purpose among regional teams through consistent leadership-

● ACCOUNTABILITY

• Ensuring all renewals, permits, and compliance submissions are completed accurately and on time

• Taking full ownership of documentation accuracy and proper record management

• Proactively addressing discrepancies and following through on corrective actions

● COLLABORATIVE LEADERSHIP

• Building strong partnerships with regional warehouse teams and support departments

• Facilitating open communication to resolve issues and ensure unified compliance practices

• Guiding and supporting staff to uphold consistency and efficiency across all warehouses

● EXECUTION EXCELLENCE

• Delivering timely, accurate, and high-quality administrative and compliance outputs

• Organizing workload effectively to manage multiple priorities and audit schedules

• Continuously improving processes to enhance efficiency and minimize delays

● GROWTH MINDSET/RESILIENCE

• Adapting quickly to new policies, audit standards, and system changes

• Remaining calm, flexible, and solutions-oriented under pressure or tight deadlines

• Seeking continuous learning and development to strengthen compliance expertise

COMPANY POLICIES & COMPLIANCE:

All employees are expected to adhere to company policies regarding:

Data Privacy & Confidentiality (RA 10173)

Environmental & Sustainability Practices

AAI Code of Conduct and Code of Discipline

Health, Safety, and ISO Standards

Job Type: Full-time

Work Location: In person