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Key Responsibilities and Required Skills for Inventory Assistant

💰 $30,000 - $50,000

OperationsLogisticsInventory ManagementSupply Chain

🎯 Role Definition

The Inventory Assistant supports accurate stock levels, efficient warehouse operations, and timely order fulfillment by performing cycle counts, reconciling inventory discrepancies, maintaining inventory records in WMS/ERP systems, and coordinating with receiving, purchasing, and customer service teams. This role is responsible for day-to-day inventory control tasks, loss prevention activities, and continuous improvement suggestions to reduce shrinkage and improve inventory accuracy.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Warehouse Associate / Stock Clerk
  • Receiving Clerk / Shipping Clerk
  • Retail Stockroom Associate

Advancement To:

  • Inventory Coordinator
  • Inventory Analyst
  • Logistics Coordinator
  • Purchasing Assistant
  • Supply Chain Specialist

Lateral Moves:

  • Warehouse Supervisor
  • Quality Control Inspector
  • Order Fulfillment Specialist
  • Returns/Reverse Logistics Specialist

Core Responsibilities

Primary Functions

  • Conduct regular cycle counts across assigned SKUs and storage locations, accurately recording results in the warehouse management system (WMS) and initiating investigations for any variances to maintain at least target inventory accuracy levels.
  • Perform full physical inventory audits during scheduled stocktakes, coordinate temporary staffing and shift logistics, reconcile count sheets, and prepare variance reports for management review.
  • Receive inbound shipments, verify packing slips and purchase orders, inspect items for damage or discrepancies, and accurately record receipts in the ERP/WMS to ensure timely availability of goods for picking.
  • Pick, pack, and stage outbound orders following company shipping standards and FIFO/LIFO rotation policies, verifying SKU, quantity, lot, and expiration dates as applicable to minimize fulfillment errors.
  • Reconcile inventory discrepancies by investigating root causes (mis-picks, mislabels, system errors, or receiving mistakes), initiating corrective actions, and documenting resolution steps to prevent recurrence.
  • Maintain accurate SKU master data including item dimensions, weights, barcodes, lot and serial numbers, location assignments, and reorder points within WMS or ERP to support replenishment and reporting.
  • Monitor daily stock levels and min/max thresholds, generate replenishment requests or inter-warehouse transfer orders, and liaise with purchasing to prevent stockouts and support demand planning.
  • Operate handheld barcode scanners and RF devices to scan receipts, transfers, and picks; troubleshoot basic hardware and scanning issues and report persistent problems to IT or operations management.
  • Label, tag, and re-mark inventory as required for tracking, compliance, or promotional activities, ensuring all items are identifiable by SKU, lot, serial number, and expiration date where applicable.
  • Process returns, damaged goods, and quality hold items by documenting conditions, updating inventory records, coordinating disposition with quality assurance, and processing return-to-vendor or scrap transactions per policy.
  • Prepare and deliver daily/weekly inventory reports, including stock valuation, aging inventory, backlog, and discrepancy summaries, using Excel pivot tables and WMS export tools to inform operations and purchasing decisions.
  • Reconcile physical inventory versus perpetual inventory and post adjusting journal entries or stock adjustments in the ERP with appropriate approvals to maintain accurate financial and operational records.
  • Assist with root-cause analysis for recurring inventory issues by reviewing process flows, transaction logs, and employee handling procedures, recommending process changes to reduce cycle time and shrink.
  • Support loss prevention initiatives by monitoring access to secure inventory areas, conducting spot checks, and documenting observed non-compliances or suspicious activity to reduce theft and shrinkage.
  • Coordinate with the receiving and shipping teams to schedule dock appointments, prioritize inbound/outbound flows during peak seasons, and optimize labor allocation to meet SLAs and cut turnaround time.
  • Ensure compliance with safety, health, and regulatory requirements for storage and handling of hazardous, perishable, or controlled goods, including proper documentation for lot traceability and recalls.
  • Train temporary workers and new hires on inventory procedures, scanning best practices, labeling conventions, and quality expectations to maintain consistency across shifts and facilities.
  • Assist purchasing and demand planning teams by providing inventory turnover metrics, slow-moving item lists, and recommendations for stock rationalization or promotional clearance.
  • Maintain housekeeping and organization of assigned storage areas, bin locations, and pick faces to preserve inventory integrity and improve pick accuracy and throughput.
  • Validate vendor invoices against received quantities and reported shortages, escalate discrepancies for resolution, and work with accounts payable to resolve billing errors affecting inventory valuation.
  • Execute inter-warehouse transfers, update transfer logs, and confirm receipts at destination sites to maintain consistent stock visibility across multiple locations.
  • Implement and support barcode and RFID tagging projects by testing tag readability, validating scan accuracy, and updating item records to improve cycle count efficiency and reduce manual entry.
  • Participate in continuous improvement projects to streamline inventory workflows, reduce processing time for receipts and shipments, and increase overall inventory accuracy using Lean or Six Sigma principles where applicable.

Secondary Functions

  • Support ad-hoc inventory and operations data requests from finance, sales, and procurement by extracting, cleaning, and summarizing WMS/ERP reports.
  • Assist in developing SOPs, quick-reference guides, and training materials for inventory handling, cycle counting, and returns processing to standardize best practices across teams.
  • Participate in cross-functional stock take planning, blackout scheduling, and reconciliation meetings to ensure minimal disruption to order fulfillment during audits.
  • Aid in the setup and maintenance of bin locations, zone mapping, and pick-path optimization to improve warehouse layout efficiency and reduce travel time for pickers.
  • Support pilot programs for new inventory technologies (RFID, voice picking, automated replenishment) by collecting user feedback and documenting operational impacts.
  • Provide backup support for other warehouse functions such as receiving, shipping, or staging during peak periods or employee absences.
  • Assist with customer-facing inventory inquiries by confirming stock availability, expected restock dates, and shipping timelines in coordination with customer service.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficient with warehouse management systems (WMS) and enterprise resource planning (ERP) platforms (examples: SAP, Oracle NetSuite, Manhattan, Fishbowl) for inventory transactions and reporting.
  • Hands-on experience performing cycle counts, full physical inventories, and inventory reconciliation with demonstrated accuracy improvement results.
  • Strong Microsoft Excel skills including VLOOKUP/XLOOKUP, pivot tables, basic formulas, conditional formatting, and data validation for inventory reporting and analysis.
  • Experience using handheld barcode scanners, RF devices, and mobile terminals for receiving, picking, and cycle counting, including basic troubleshooting of scanning errors.
  • Knowledge of inventory valuation methods (FIFO, LIFO, weighted average) and how adjustments impact inventory and financial records.
  • Ability to interpret packing slips, bills of lading, and purchase orders to verify inbound receipts and identify discrepancies.
  • Familiarity with SKU management, lot control, serial number tracking, expiration date management, and traceability requirements for regulated products.
  • Basic math and data-entry accuracy for counting, reconciling, and adjusting inventory quantities.
  • Experience processing returns, handling damaged goods, and initiating repair, return-to-vendor, or scrap workflows.
  • Ability to generate and interpret inventory KPIs (cycle count accuracy, stock turns, days of inventory on hand, shrink rate) and to produce actionable summaries for managers.
  • Knowledge of shipping and receiving best practices, dock scheduling, and staging procedures to support efficient throughput.
  • Optional: forklift or material handling equipment certification and safe operation knowledge for roles requiring pallet handling.

Soft Skills

  • Strong attention to detail and accuracy when counting, recording, and reconciling inventory.
  • Excellent organizational skills with the ability to prioritize multiple tasks and work under tight deadlines, especially during inventory audits and peak seasons.
  • Effective verbal and written communication skills for cross-functional coordination with purchasing, operations, and customer service.
  • Analytical problem-solving mindset to investigate variances, identify root causes, and propose process improvements.
  • High level of integrity and confidentiality in handling inventory records and financial adjustments.
  • Team-oriented attitude with flexibility to support different shifts, peak periods, and cross-training initiatives.
  • Customer-focused approach to support internal stakeholders and external customers with clear and timely inventory information.
  • Adaptability to learn new systems, technologies, and updated SOPs as the warehouse evolves.
  • Time management skills to balance routine tasks (counts, receipts) with special projects and audit responsibilities.
  • Resilience and composure in fast-paced, physically active warehouse environments.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED; demonstrated experience in warehouse or inventory environments may substitute.

Preferred Education:

  • Associate degree or certificate in Supply Chain Management, Logistics, Business Administration, or related field.

Relevant Fields of Study:

  • Supply Chain Management
  • Logistics and Transportation
  • Business Administration
  • Inventory Control / Operations Management
  • Industrial Technology
  • Information Systems (for WMS/ERP emphasis)

Experience Requirements

Typical Experience Range:

  • 1–3 years of hands-on inventory, warehouse, or stock control experience for entry-level Inventory Assistant roles.

Preferred:

  • 2–5 years of inventory control or warehouse experience with demonstrated use of WMS/ERP systems, cycle count programs, and inventory reconciliation processes.
  • Prior experience supporting physical inventories, preparing variance reports, and collaborating with purchasing or finance on inventory adjustments is highly desirable.
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