Warehouse Documentation Staff

The Warehouse Documentation Staff is responsible for the accurate, timely, and complete processing, recording, and filing of all documentation related to cold storage warehouse operations—including receiving, put-away, storage, inventory movements, and dispatch of goods. This role ensures data integrity within the Warehouse Management System (WMS) or equivalent inventory platforms and facilitates seamless communication across departments. Plays a critical role in maintaining precise and audit-ready records, particularly for temperature-sensitive and regulated products, thereby supporting compliance with internal SOPs and client requirements. The position ensures that all documents are properly validated, complete, systematically filed, and readily available for review or audit at any time.

DUTIES AND RESPONSIBILITIES

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.

MINIMUM QUALIFICATION

• 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.
• Minimum of 1-2 years of proven experience in a documentation, administrative, or data entry role, preferably within a warehouse, logistics, or inventory management setting.
• Prior experience using a Warehouse Management System (WMS) or inventory software is highly advantageous.
• Familiarity with common warehouse documents (e.g., delivery receipts, picking lists, goods receipt notes).
• Proficiency in Microsoft Office Suite, particularly Excel and Word.
• The incumbent will be assigned in Balagtas, Bulacan

Job Type: Full-time

Work Location: In person