Warehouse Administrator

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Job Description:

Warehouse administrator days

Monday to Friday

0800-1630

40 hours a week

Based at Polar Speed Distribution Ltd, Unit 10 the hub, Nobel Way, Birmingham, B6 7EU

Salary is £27,839.64

Job purpose

Support the Birmingham warehouse through accurate handling of healthcare products and timely administration of receipts, orders, stock and despatch. Maintain complete, traceable records and escalate issues that could affect product quality, temperature compliance or delivery.

Warehouse operations

Receive and check inbound goods against delivery paperwork, quantities, batch and expiry details, condition and required temperature controls, record and escalate discrepancies.

Pick, check, pack, label and prepare orders accurately in line with client instructions, current procedures and dispatch cut-off times.

Scan and sort consignments, prepare goods for collection or trunking, and assist with loading and unloading, where trained and authorised.

Put away, locate and move stock in the warehouse management system, maintain segregation of ambient, chilled, frozen, controlled, damaged and quarantined stock as applicable.

Process returns, stock adjustments, cycle counts and investigations as directed, maintaining an accurate audit trail and obtaining required approval before releasing or changing stock status.

Maintain housekeeping, cleaning records and safe working standards across the warehouse and associated areas.

Warehouse administration

Enter, check and update receipts, inventory movements, orders and shipment information in the approved warehouse and client systems.

Prepare, check, file and retrieve goods in records, pick and pack documents, despatch paperwork, manifests, labels and other records required for traceability.

Monitor order progress and despatch deadlines, follow up exceptions, missing information and incomplete transactions with the relevant warehouse team , supervisor or client contact.

Support carrier bookings, collections and delivery follow up, including tracking consignments and obtaining or filing proof of delivery where required.

Maintain accurate trackers and routine operational reports for orders, stock, deliveries, discrepancies and key service measures, using approved templates and source data.

Respond to routine queries from internal teams, carriers and clients professionally, and escalate quality concerns, temperature excursions, delivery failures and system issues promptly.

Support investigations by gathering transaction histories, paperwork and evidence, record outcomes and actions in the appropriate system or log.

Monitor the shared and personal email inboxes throughout the working day, prioritizing and responding to urgent client, operational and service-related communications within the required timescales.

Respond to and assist in resolving client queries, issues and concerns promptly and professionally, co-ordinating with the relevant operational, quality or management teams.

Assist in collecting and reporting warehouse KPIs data including stock accuracy, stock adjustments, discrepancies and other agreed service measures.

Participate in scheduled stock takes and cycle counts, including physical counting, recording results, investigating variances and supporting stock reconciliation.

Employee Type:
 

Permanent

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