Warehouse Clerk / Warehouse Supervisor

Monitoring inventory levels and maintaining stock levels, ensuring items are in designated bin Locations. Items are properly tagged and labeled with Description, Bin location, Item code, quantities. General Administrative duties. Warehouse Supervisory skills.

The WAREHOUSE CLERK will be responsible for-:

ADMINISTRATIVE DUTIES

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Coordinating with all departments within the warehouse to ensure timely payroll information
• Ensuring all leave forms are submitted in a timely manner to the HR department, with accurate completion
• Responsible for handling all correspondence to employees inclusive of taking request for job letters and queries
• Liaison between the HR Department and Warehouse for the purpose of providing assistance in the management of absenteeism
• Assisting with contract renewals and staff appraisals
• Assist in answering and responding to the Warehouse Coordinator’s emails if and when necessary
• Assist in general reception/ frontdesk duties
• Compilation of Reports for the WH Coordinator
• Communication of information via notice boards
• Distribution of payslips to WH Supervisors
• Minute Taking during departmental meetings

MAJOR PERFORMANCE INDICATORS

• Ensuring timely payroll information
• Accurate record keeping
• Efficient liaison and communication between Management and WH Staff

1. Completing all data entry associated with stock request as required via the In-transit entry on Inventory Software (ODOO).
2. Updating Inventory Software (ODOO) with all stock received via transfers from other branches while ensuring that all data is entered accurately. (i.e.: quantities, bin locations etc)
3. Liaising with the Warehouse and Showroom team to ensure all shelves/bins are labeled accurately and Inventory Software (ODOO) updated where necessary.
4. Entering of bin transfers when/if stock is relocated within the Warehouse or Showroom.
5. Ensuring that Goods Received Notes are completed by the Warehouse receiving staff for local purchases and that all relevant documentation is submitted to Inventory Department - Head Office for processing.
6. Update Inventory Software (ODOO) or other company databases with relevant inventory information accurately, forwarding all incomplete documents to the Manager for resolution.
7. Maintains data entry requirements by following relevant policies and procedures.
8. Assisting with physical stock counts which include verification and adjustments.
9. Assisting with resolution of inventory queries.
10. Administrative duties: i.e. filing ensuring that all inventory related documents are filed and stored in chronological order.
11. Reads customer order, work order, or requisition to determine items to be moved, gathered, or distributed.
12. Conveys materials and items from receiving or production areas to the designated area for distribution
13. Sorts and places material or items in a safe area for distribution
14. Fills requisition, work order, or request for materials, tools, or other stock items for distribution to drivers or customers.
15. Marks materials with identifying information
16. Records amounts of materials or items received or distributed
17. Dispatch specific goods according to picking slip information
18. Write up receiving reports, and returns for customers
19. Full out picking slips and enter it on the log sheets or non computerized bills; distribute picking slips to respective departments
20. Receive purchase orders and emails
21. Enter inter-store transfer in the goods received note book
22. Receive used picking slips at the end of the day to ensure it coincides with the log sheet, to be sent to inventory department
23. Type memos requested by department’s managers / supervisor.
24.  To be aware and follow all safety guidelines set forth by the company.
25.  Understanding and training on the Inventory Software (ODOO) Database to ensure one can update stock quantities and bin locations.
26. Computerized picking slips received from all branches and separated for each department by copying and highlighting.
27. To ensure all delivery notes / invoices and internal picking slips are written in the picking slip book and sent to dispatch department for distribution.
28. To make changes in the packing slip transfer document for goods moving from the warehouse to the branches.
29. Receives calls coming into dispatch area, also makes calls to the different branches pertaining the MINV and the INV invoices  and inquire if customers are coming to collect or for deliveries to be placed on the picking slips. To ensure all local received goods are logged in the report book.
30. Any other responsibilities as designated by the Manager in achieving departmental goals.

Secondary Responsibilities:

1. Assisting in stock counts and Stock count preparations.
2. Ensuring goods are stored in their proper bin location.
3. Overseeing and checking of goods when received from containers.
4. Expeditious handling of queries that arise from the off loading of containers of goods.
5. Working over the designated Lane Attendants or Supervisors.
6. Safeguards warehouse operations and contents by establishing and monitoring security procedures and protocols.
7. Completes warehouse operational requirements by scheduling and assigning employees; following up on work results

Tertiary Responsibilities:

1. Contributes to team effort by accomplishing related results as needed.
2. Maintains receiving, warehousing, and distribution operations by initiating, coordinating, and enforcing program, operational, and personnel policies and procedures.

QUALIFICATIONS

• High School Diploma
• Basic Inventory Qualification
• Ability to serve a constant stream of customers at all times
• Ability to deal with people in an uplifting manner
• Ability to solve customer problems
• Electrical knowledge and qualification will be an asset

CORE COMPETENCIES

• Knowledge in the field of Management Information Systems Inventory Software (ODOO).
• Excellent communication and “people” skills;
• Organization-the ability to establish priorities and courses of action for self and/or others
• Flexibility- the ability to adjust to changing needs, adapt to different people, willingness to do whatever is necessary to get the task done
• Strong Analytical skills
• Detail oriented
• Methodical
• Excellent written, verbal and organizational skills
• Strong customer service skills
• Excellent coordination skills with the ability to multitask.
• Good planner, analytical, observant and excellent people skills

Customer Focus:

Develop strategies to satisfy the customer needs and the ability to influence employees to provide the service.

Communication:

Communicate strategies for a diverse workforce and to manage relationships to accomplish company and departmental goals. Maintain open and consistent communications.

Risk Management:

Identify the potential risks and associated benefits of business development for MESL, optimising profitability through the effective management of resources available.

Dimensions and Scope of Role

• Operates within the framework of the Policies and Procedures of the Company.
• Operates within the framework to the job functions as may be required.
• Operates within the framework of the Employee Manual.