Administrator Warehouse

Job purpose

Warehouse operations and records

• Check deliveries against purchase orders, delivery notes, and invoices; verify quantities, descriptions, brands, part numbers, labels, packaging, condition, and expiry dates.
• Refer technical or specification queries to requestors before acceptance; record shortages, damage, and nonconformities; segregate rejected goods and prepare Material Rejection Forms.
• Record accepted quantities and receiving transactions in Oracle, retain acknowledged delivery documents, and forward supporting invoices to Finance.
• Maintain item records, stock locations, on-hand balances, and transaction documentation; update Oracle for receipts, issues, transfers, and returns.
• Issue materials against authorized Oracle move orders; use approved manual vouchers during outages and update the system when restored. Follow FIFO and monitor expiry dates.
• Coordinate dispatch and collection with requestors, site teams, and Logistics; share daily receipt updates and maintain movement traceability.
• Monitor stock levels and reorder points, raise Oracle purchase requisitions, and coordinate delivery follow-up with Procurement and Operations.
• Support quarterly and other authorized stock counts, investigate discrepancies, and submit findings for review and approved correction.

Storage, returns, and reporting

• Keep materials identified and safely stored to prevent damage, deterioration, and contamination; maintain suitable conditions, secure stacking, clear walkways, and good housekeeping.
• Maintain accessible safety data sheets and ensure hazardous goods are labelled and stored in approved areas; escalate unsafe conditions to the line manager and QHSE.
• Inspect shelf-life items monthly, maintain expiry lists, segregate expired, damaged, or nonconforming stock, and process disposal or adjustments only after approval.
• Document end-user returns, verify condition, prepare return or rejection forms, coordinate supplier returns through Procurement, and update inventory through approved transactions.
• Maintain retrievable records of receipts, issues, transfers, returns, stock counts, and adjustments; report availability, movement, expiry, and discrepancies to management.

Qualifications and experience

• Graduate in any discipline.
• A diploma in logistics, supply chain, business administration, or a related discipline; a relevant degree is an advantage.
• At least 8 years of relevant warehouse, stores, or inventory administration experience, preferably supporting FM, maintenance, MEP, or technical operations.
• Practical experience with Oracle inventory transactions or a comparable ERP system, and proficiency in Excel and inventory reporting.
• Understand spare parts and consumables, purchasing and delivery documents, stock counts, FIFO, expiry control, and safe chemical storage.