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Key Responsibilities and Required Skills for Distribution Clerk

💰 $32,000 - $48,000

LogisticsWarehouse OperationsDistributionInventory Management

🎯 Role Definition

This role requires a reliable, detail-oriented Distribution Clerk to join a fast-paced warehouse and logistics operation. The Distribution Clerk is responsible for accurate shipping and receiving, cycle counts and inventory reconciliation, order picking and packing, carrier coordination, and maintaining compliance with safety and shipping regulations. This role requires hands-on material handling, daily use of warehouse management systems (WMS) and RF scanners, strong data entry accuracy, and proactive communication with operations, procurement, and customer service teams. Ideal candidates are organized, safety-minded, and experienced in distribution/warehouse procedures.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Warehouse Associate / Material Handler
  • Shipping & Receiving Clerk
  • Inventory Control Specialist

Advancement To:

  • Distribution Supervisor / Lead
  • Logistics Coordinator
  • Inventory Control Manager
  • Shipping & Receiving Manager

Lateral Moves:

  • Order Fulfillment Specialist
  • Quality Control Inspector
  • Transportation Coordinator

Core Responsibilities

Primary Functions

  • Receive, inspect, and verify incoming shipments against purchase orders and packing lists; document discrepancies, damaged goods, and returns in the WMS and escalate to procurement or quality control as needed.
  • Accurately pick, pack, and stage customer orders according to packing lists, order priorities, and special handling instructions to ensure on-time, error-free shipments.
  • Operate RF scanners and handheld devices to perform cycle counts, put-away, and pick confirmations; ensure barcode labels and SKU data are accurate in the WMS/ERP.
  • Prepare bills of lading, packing slips, manifests, and shipping labels; ensure all documentation meets carrier and customer requirements for domestic and international shipments.
  • Coordinate daily carrier pickups and freight shipments (parcel, LTL, FTL), obtain rates, schedule pickups, and maintain relationships with carriers such as UPS, FedEx, DHL, and common carriers.
  • Perform inventory reconciliation investigations for discrepancies between physical counts and system quantities; initiate inventory adjustments and root-cause analysis to prevent recurrence.
  • Load and unload trucks safely and efficiently using pallet jacks, forklifts, or other authorized material handling equipment while complying with OSHA and site-specific safety procedures.
  • Stage and sequence product for production or distribution according to FIFO, FEFO or other inventory rotation methods to minimize spoilage, damage, and obsolescence.
  • Process returns and RMA items: inspect returned goods, update inventory records, issue credit or disposition instructions, and coordinate with quality control for nonconforming items.
  • Maintain high standards of cleanliness and organization in the distribution area; enforce 5S and lean warehouse practices to improve throughput and reduce errors.
  • Enter and update accurate shipping and receiving data in ERP/WMS (e.g., SAP, Oracle, NetSuite, Manhattan) and generate routine reports for inventory levels, stock movement, and shipping performance.
  • Verify and reconcile packing list quantities, serial numbers, lot numbers and expiration dates; ensure proper lot traceability and documentation for regulated products.
  • Assist with scheduling and executing physical inventories and cycle counts, including pre-count preparation, counting, variance resolution, and post-count adjustments.
  • Ensure compliance with DOT, IATA, IMDG, and hazardous materials handling rules when preparing and shipping regulated or dangerous goods; complete required declarations and labeling.
  • Collaborate with customer service and sales teams to expedite rush orders, resolve shipping exceptions, and communicate shipment status to internal and external stakeholders.
  • Monitor and report on key performance indicators (KPIs) such as order accuracy, on-time shipments, dock-to-stock cycle time, and inventory shrinkage; recommend process improvements.
  • Maintain secure controls for high-value inventory, implement access restrictions, and document chain-of-custody for sensitive or controlled items.
  • Support packing engineering and kitting activities: create kits, package specialty orders, and implement packing standards to reduce damage and packaging costs.
  • Assist in training and mentoring new distribution staff on shipping/receiving procedures, WMS usage, safety best practices, and company policies.
  • Participate in continuous improvement initiatives and assist operations leadership with projects to optimize layout, throughput, and labor productivity.
  • Prepare and reconcile freight invoices and shipping cost allocations; assist finance with carrier billing disputes and claims for lost or damaged freight.
  • Perform routine equipment checks and safety inspections on forklifts, conveyors, and dock equipment; report maintenance needs and coordinate repairs to minimize downtime.
  • Support emergency response and recall procedures by quickly locating, quarantining, and documenting affected product as directed by quality and compliance teams.

Secondary Functions

  • Assist in ad-hoc reporting by exporting shipping and inventory data for analysis and presentations.
  • Support procurement or purchasing by notifying of stockouts, low inventory alerts, and lead-time issues.
  • Help evaluate vendor packaging and incoming shipping quality to reduce damage in transit.
  • Participate in cross-functional projects to deploy new WMS modules, barcode standards, or warehouse automation upgrades.
  • Serve as backup for the dispatch or transportation coordinator during peak periods or absences.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficient with Warehouse Management Systems (WMS) and ERP systems (examples: SAP, Oracle, NetSuite, Manhattan).
  • Experienced using RF handheld scanners, barcode label printers, and mobile data terminals.
  • Knowledge of shipping documentation: bills of lading, commercial invoices, packing lists, manifests.
  • Familiarity with carrier platforms (UPS WorldShip, FedEx Ship Manager, DHL eShip) and parcel/LTL/FTL shipping processes.
  • Forklift operator experience and valid forklift certification (counterbalance, reach, pallet jack) preferred.
  • Strong inventory control skills: cycle counting, stock reconciliation, SKU management, lot and serial tracking.
  • Basic freight cost allocation and freight bill auditing experience.
  • Understanding of DOT, IATA, IMDG regulations and hazardous materials handling procedures (if applicable).
  • Proficient in Microsoft Excel (vlookups, pivot tables) and basic data entry/data validation techniques.
  • Ability to read and interpret packing lists, purchase orders, and shipping instructions.
  • Experience with order picking methods (batch, wave, zone), kitting, and packaging optimization.
  • Familiarity with quality inspection criteria and RMA/returns processing workflows.

Soft Skills

  • Exceptional attention to detail and commitment to accuracy in shipping, receiving, and inventory transactions.
  • Strong verbal and written communication skills for collaborating across operations, procurement, and customer service.
  • Time management and prioritization: able to manage multiple shipments and deadlines in a high-volume environment.
  • Problem-solving mindset to investigate discrepancies and implement corrective actions.
  • Team player with the ability to train, mentor, and support peers on distribution processes.
  • Adaptability and flexibility to work varied shifts, overtime, or peak season schedules as required.
  • Customer-service orientation: proactive communication and follow-through with internal and external customers.
  • Dependability and strong work ethic for physically demanding warehouse tasks.
  • Analytical thinking to interpret KPIs and identify process improvement opportunities.
  • Safety-conscious behavior and commitment to following OSHA and company safety protocols.

Education & Experience

Educational Background

Minimum Education:
High school diploma or GED.

Preferred Education:
Associate degree or technical certificate in Logistics, Supply Chain Management, or related field.

Relevant Fields of Study:

  • Logistics and Supply Chain Management
  • Business Administration
  • Industrial Technology
  • Operations Management

Experience Requirements

Typical Experience Range:
1–5 years of hands-on experience in warehouse, distribution, shipping & receiving, or inventory control.

Preferred:
2+ years of experience using WMS/ERP systems, demonstrated proficiency with RF scanning, experience coordinating carriers, and a track record of maintaining inventory accuracy and shipping quality. Forklift certification and prior exposure to regulated product handling or hazardous materials are a plus.

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