Key Responsibilities and Required Skills for Distribution Specialist

🎯 Role Definition

This role requires a highly organized Distribution Specialist to ensure the timely and accurate movement of goods through our warehouse and distribution network. The Distribution Specialist manages receiving, storage, order fulfillment, shipping, inventory accuracy and day-to-day logistics tasks while supporting continuous improvement initiatives, safety compliance, and cross-functional coordination. Ideal candidates are detail-oriented, proficient with warehouse management systems (WMS/ERP), and comfortable driving operational performance metrics.

📈 Career Progression

Typical Career Path

Entry Point From:

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

Advancement To:

Distribution Supervisor / Lead
Logistics Coordinator
Supply Chain Analyst
Operations Manager

Lateral Moves:

Quality Control Specialist
Transportation Planner
Customer Service / Order Management

Core Responsibilities

Primary Functions

Manage inbound receiving operations end-to-end: verify purchase orders and packing lists, inspect shipments for damage or discrepancies, reconcile counts with the WMS/ERP, and coordinate immediate disposition of exceptions with purchasing and vendors.
Execute accurate pick, pack and ship processes by following order priorities, SKU handling standards, cartonization rules, and carrier requirements to meet on-time shipment KPIs and reduce shipment chargebacks.
Maintain inventory accuracy through daily cycle counts, full physical inventories, root-cause analysis of variances, and corrective actions in coordination with inventory control and procurement teams.
Operate warehouse management systems (WMS) and integrated ERP modules (SAP, Oracle, NetSuite, Microsoft Dynamics) to process receipts, putaways, transfers, replenishments and order releases; update system records promptly to preserve data integrity.
Coordinate outbound freight and carrier relationships: prepare bills of lading, schedule pickups, select the most cost-effective routing (LTL, TL, parcel), and manage freight documentation and carrier communications.
Ensure compliance with all regulatory and safety requirements (OSHA, DOT, hazmat) including correct labeling, documentation, and secure handling of hazardous materials where applicable.
Supervise and perform equipment operations (forklift, pallet jack, reach truck) safely and ensure routine maintenance reporting, inspection logs and certifications remain current.
Address and resolve order discrepancies, returns and claims by investigating root causes, processing RMA documentation in the WMS, and working with customer service or quality teams to refund or replace items.
Monitor and report key distribution metrics—order accuracy, on-time shipments, cycle count variance, dock-to-stock time, pick productivity and shrinkage—and drive continuous improvement projects to improve KPIs.
Plan and coordinate daily dock activities including loading/unloading schedules, staging, cross-docking operations and optimizing dock utilization to reduce dwell time and labor bottlenecks.
Implement and maintain standard operating procedures (SOPs) for receiving, storage, picking, packing and shipping processes; train staff on SOP adherence and process changes.
Perform quality inspections for incoming and outgoing shipments including dimensional checks, weight validation and product condition verification to prevent customer-quality issues.
Control boundary points for inventory flow by executing putaway algorithms, bin/location management and slotting optimization to improve picking efficiency and throughput.
Prepare and maintain shipping paperwork and electronic documentation (EDI transactions, ASN, commercial invoices), and ensure compliance with international shipping regulations and customs requirements when applicable.
Collaborate with procurement, production and sales teams to forecast demand, prioritize orders during constraints and manage expedited shipments and backorder resolutions.
Lead or participate in special projects such as seasonal surge planning, warehouse expansions, cross-dock implementations or new system rollouts to scale distribution capabilities.
Manage returns processing (RMA), refurbishment and restocking workflows to recover value, reduce waste and ensure timely disposition in the WMS.
Support vendor performance management by tracking vendor lead-time performance, damaged shipments, and coordinating chargeback resolutions where vendors fail to meet contractual SLAs.
Maintain clean, organized and safe warehouse environments by enforcing 5S practices, waste reduction and ensuring proper labeling and signage across distribution areas.
Serve as point of contact for customer escalations related to shipping issues, offering timely updates, corrective actions and root-cause analysis to restore customer confidence.
Facilitate onboarding and training of temporary and full-time distribution staff during peak seasons, ensuring consistent execution of order fulfillment standards and safety protocols.
Analyze packaging and palletization methods to reduce dimensional weight charges and improve shipping cost efficiency while protecting product integrity.
Assist in budget planning and cost control by identifying opportunities to reduce freight spend, optimize carrier selection and improve labor utilization through scheduling and productivity tools.

Secondary Functions

Support continuous improvement initiatives by collecting operational data, participating in kaizen events, and implementing small-scale process improvements that increase throughput or accuracy.
Create and maintain daily/weekly distribution reports and dashboards for operations leadership to track performance against SLA targets and inventory objectives.
Partner with IT and systems teams to test, configure and validate WMS and TMS enhancements, including identifying user requirements and documenting workflows.
Act as backup for adjacent functions such as scheduling carriers, processing complex RMAs, or performing detailed cycle-count reconciliations when team capacity is constrained.
Participate in safety committees and training programs, assist in incident investigations and implement corrective actions to prevent recurrence.

Required Skills & Competencies

Hard Skills (Technical)

Warehouse Management Systems (WMS) — experience using, configuring and executing workflows in systems like Manhattan, HighJump, Blue Yonder, SAP EWM, NetSuite WMS or similar.
Enterprise Resource Planning (ERP) familiarity — transactions and integrations with systems such as SAP, Oracle, Microsoft Dynamics or NetSuite.
Shipping & Transportation Systems — knowledge of TMS tools, carrier portals and freight rating tools; experience generating BOLs and handling LTL/TL/parcel shipments.
Inventory Control & Cycle Counting — methods for perpetual inventory reconciliation, variance analysis and corrective action planning.
Barcode/RF scanning and mobile computing — proficiency using handheld scanners, RF devices and label printers for real-time transaction processing.
Data literacy — strong Excel skills (pivot tables, VLOOKUP/XLOOKUP, conditional formatting) and comfort reading operational dashboards; basic SQL or BI tool exposure is a plus.
Material handling equipment operation — certified forklift operator, pallet jack use, and familiarity with reach trucks and order pickers.
Regulatory compliance — knowledge of OSHA safety standards, DOT shipping rules, and hazardous materials (HAZMAT) handling when applicable.
Packing & Crating optimization — experience with packaging specifications, pallet configuration and load securement to minimize damage and freight cost.
Documentation & EDI — ability to prepare shipping documents, manage EDI transactions (ASN/850/940) and maintain accurate records for audits.

Soft Skills

Strong attention to detail and accuracy under pressure to maintain inventory integrity and order quality.
Excellent organizational and time-management skills to prioritize high-volume tasks and meet tight shipping deadlines.
Clear communicator — able to collaborate cross-functionally with procurement, sales, carriers and customers and to document processes effectively.
Problem-solving mindset — anticipates issues, investigates root causes and implements durable corrective actions.
Adaptability and resilience — performs well in dynamic environments with changing priorities and seasonal peaks.
Team leadership and training ability — capable of onboarding and coaching temporary or new team members to expected performance.
Customer-focused orientation — resolves shipping and fulfillment issues while maintaining a professional customer experience.
Analytical orientation — uses data to drive decisions, identify inefficiencies, and measure impact of process changes.
Initiative and ownership — takes responsibility for assigned areas and drives improvements without constant supervision.
Conflict resolution and negotiation — handles vendor and carrier disputes to reach cost-effective and timely resolutions.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED

Preferred Education:

Associate degree or technical certificate in Supply Chain Management, Logistics, Business Administration, or related field
Relevant certifications such as Certified Supply Chain Professional (CSCP), Certified in Production and Inventory Management (CPIM), OSHA forklift certification, or CPC (Certified Professional Controller) are a plus

Relevant Fields of Study:

Supply Chain Management
Logistics and Transportation
Business Administration
Industrial Engineering

Experience Requirements

Typical Experience Range:

1–5 years of progressive experience in warehouse, distribution or logistics roles

Preferred:

3+ years in distribution operations with hands-on experience using WMS/ERP systems, managing inventory programs, and coordinating freight/carrier activities
Demonstrated track record improving distribution KPIs (order accuracy, on-time shipments, inventory accuracy) and participating in continuous improvement projects