Warehouse Coordinator

WAREHOUSE COORDINATOR - JOB DESCRIPTION

Position Overview:

The Warehouse Coordinator plays a crucial role in the daily operations of the warehouse facility. They coordinate manage and optimize various aspects of the warehouse including inventory management staff supervision safety compliance and efficient workflow. The Warehouse Coordinator ensures that goods are received stored and shipped accurately and in a timely manner while also maintaining a safe and organized working environment.

Key Responsibilities:

• Coordinating with warehouse staff including reporting attendance scheduling & training.
• Foster a positive work environment that encourages teamwork accountability and continuous improvement

Inventory Management:

• Oversee the accurate receiving sorting and storing of incoming goods ensuring proper documentation and tracking.
• Confirms availability of items to be shipped by verifying inventory records or conducting inventories of required items.
• Coordinate regular inventory counts audits and cycle checks to maintain accurate stock levels.
• Creating Purchase Orders and posting GRNs for new shipments in Sage including creating new inventory codes assigning lot numbers and updating expiry dates based on stock received.

Order Fulfilment:

• Oversee day-to-day e-commerce order fulfilment including picking packing and shipping ensuring timely and accurate dispatch. Support warehouse staff with loading/unloading and physical inventory handling when required. Supervise the picking packing and shipping processes to ensure timely and accurate order fulfilment.
• Collaborate with logistics teams to coordinate shipments track delivery status and address any issues that arise during transit.
• Preparation of big orders

Workflow Optimization:

• Perform the tasks of the team members in their absence especially when there is a shortage of staff and requirement of groundwork to be done.
• Work with external vendors transport carriers as needed and maintain records of all activities
• Perform all additional tasks assigned by the Line Manager/Management.

Equipment Maintenance:

• Coordinate maintenance and repairs for warehouse equipment such as forklifts conveyor systems and packing machinery.
• Perform routine inspections to identify potential equipment issues and address them promptly.

Reporting and Documentation:

• Maintain accurate records of inventory shipments and other relevant data
• Manually handles repacks or restacks pallets of finished product as needed.
• Documents all related activities and completes forms and reports required by management.
• Familiarity with the processes and procedures involved in Chamber of Commerce applications for processing COO.
• Daily posting of sales invoices of Qooah Online Qooah POS Amazon Vendor (Direct Fulfilment and POs) Amazon Seller Nuzest and retail customers.
• Creating sales orders and proforma invoices based on team requests.
• Issuing credit notes upon return of items after preparing GRNs.

Communication:

• Following up on pending deliveries with the warehouse team especially in the absence of key personnel.
• Updating and sharing the Daily Delivery Table with the team for clear visibility on order delivery statuses.
• Supporting the Supply Chain Manager with creation of inventory items and purchase orders when required.
• Communicate effectively with staff and external partners to address any operational challenges or opportunities.
• Amazon & E-commerce Platform Coordination
• Regular monitoring of Amazon Seller and Vendor accounts for tracking returns sales and disputes; initiating claims as necessary.

Stock Transfers and Support

• Processing stock transfer slips based on internal requests.
• Assisting sales and accounts teams with inventory availability and updates to ensure smooth operations.
• Providing the warehouse team with system-generated data from Sage and other tools.

Shipping and Export Coordination

• Coordinating with shipping companies to secure the best export rates for Qooah orders.
• Creating commercial invoices and packing lists as per customer specifications for GCC exports.

Qualifications and Requirements:

• Bachelors degree or relevant diploma/certification.
• Proven experience of at least 2-3 years in warehouse operations.
• Strong knowledge of warehouse processes inventory management e-commerce order fulfillment and best practices.
• Problem-solving aptitude and the ability to make decisions under pressure.
• Attention to detail and strong organizational skills.
• Familiarity with safety regulations and compliance standard.