Key Responsibilities and Required Skills for Warehouse Administrative Assistant

🎯 Role Definition

The Warehouse Administrative Assistant provides critical administrative and operational support to warehouse and distribution center teams. This role is responsible for maintaining accurate inventory records, processing shipping and receiving documentation, managing purchase orders and vendor communications, supporting billing and invoicing, and producing operational reports. The position requires strong attention to detail, proficiency with warehouse management systems (WMS) and Microsoft Excel, and the ability to coordinate across operations, procurement, carriers, and customer service to ensure timely, accurate order fulfillment and compliance with safety and regulatory standards.

📈 Career Progression

Typical Career Path

Entry Point From:

Warehouse Clerk / Material Handler
Administrative Assistant (general)
Inventory Control Clerk

Advancement To:

Warehouse Supervisor / Team Lead
Logistics Coordinator / Shipping Manager
Inventory Control Manager or Operations Supervisor

Lateral Moves:

Shipping & Receiving Coordinator
Procurement Assistant / Buyer
Customer Service / Order Management Specialist

Core Responsibilities

Primary Functions

Maintain accurate and up-to-date inventory records in the Warehouse Management System (WMS) by entering receipts, transfers, adjustments, cycle count results, and location moves to ensure on-hand quantities and locations match physical stock.
Coordinate inbound shipments by scheduling carriers, receiving purchase orders, checking shipments against packing lists and purchase orders, documenting discrepancies, and initiating claims with vendors or carriers as needed.
Process outbound shipments: prepare bills of lading (BOLs), generate packing lists, create carrier labels, schedule pickups, and confirm carrier tracking to meet customer service and SLA requirements.
Manage purchase orders and vendor communications, including creating PO records in the ERP/WMS, tracking expected delivery dates, escalating delayed shipments, and liaising with procurement to resolve order discrepancies.
Perform daily data entry and transaction processing for goods received, returns, damaged items, and transfers while maintaining 99%+ data accuracy for inventory and financial reconciliation.
Reconcile inventory counts by investigating and resolving discrepancies identified through cycle counts, full physical inventories, and audit findings; document root cause and corrective actions to reduce shrink and improve accuracy.
Generate and distribute daily, weekly, and monthly operational reports (inventory levels, receiving/shipments, aging stock, exception reports, KPI dashboards) for Warehouse Managers and senior leadership to support decision making.
Support accounts payable and receivable processes related to warehouse activity by validating freight invoices, matching BOLs and receipts to invoices, submitting documentation for payment, and assisting with vendor billing inquiries.
Maintain shipping and customs documentation (commercial invoices, packing lists, certificate of origin) and coordinate with brokers or international logistics partners for imports/exports and compliance with trade regulations.
Administer and maintain access and user permissions in WMS/ERP systems, perform basic troubleshooting of system issues, work with IT or system vendors to escalate complex problems and implement system updates.
Track and analyze warehouse KPIs such as on-time shipments, pick accuracy, order cycle time, receiving efficiency, and inventory accuracy; identify trends and recommend process improvements.
Process returns, credit authorizations, and customer/vendor RMAs; inspect returned goods, coordinate disposition (restock, scrap, return to vendor), and update inventory and financial records accordingly.
Support safety and compliance initiatives by maintaining up-to-date documentation (MSDS, incident reports), coordinating safety training records, and assisting with OSHA or third-party audits and corrective action follow-up.
Manage office and warehouse administrative tasks: ordering supplies, maintaining filing systems (physical and electronic), preparing supplier and carrier contracts, and ensuring documentation retention policies are followed.
Serve as a primary point of contact for carriers, freight forwarders, and 3PL partners to coordinate schedules, bookings, billing disputes, and special handling instructions for high-value or fragile shipments.
Support HR and payroll-related administration for warehouse staff such as timesheet verification, shift change documentation, temporary staffing coordination, and maintaining personnel and training records.
Create and maintain standard operating procedures (SOPs) and work instructions for administrative warehouse processes to ensure consistent performance, onboarding, and continuous improvement.
Assist with cycle count and physical inventory planning and execution, including scheduling count teams, preparing count packs, validating counted results, and posting inventory adjustments.
Administer warranty, insurance, and claims documentation for lost, damaged, or missing goods; collect supporting documentation, file claims with carriers or insurers, and track resolution and recoveries.
Facilitate communication between sales, customer service, and warehouse operations to prioritize rush orders, special projects, product recalls, and order corrections while maintaining clear audit trails.
Monitor and maintain warehouse security and access logs, manage badge and key distribution records, and coordinate investigations for discrepancies or security incidents.
Support project-based activities such as layout changes, system upgrades, and process implementations by coordinating logistics, testing data migration, and training end users on new procedures.

Secondary Functions

Provide ad-hoc analytical support by extracting data from the WMS/ERP and performing basic analysis in Excel to identify trends, exceptions, and opportunities for operational improvements.
Participate in cross-functional Kaizen, Lean, or continuous improvement initiatives to streamline administrative processes, reduce lead times, and improve cost efficiency.
Assist in evaluating and onboarding new vendors, carriers, and 3PL partners by collecting required documentation, performing vendor setup in systems, and coordinating introductory operational meetings.
Support customer and internal escalations related to order status, invoice disputes, and lost/damaged shipments by compiling documentation, communicating status updates, and following through to resolution.
Help maintain product master data — SKU setup, unit of measure, weight/dimensions, hazard classifications, and location assignment — to ensure accurate order processing and compliance.
Coordinate returns to vendors (RTV) and warranty exchanges, arranging transport, and ensuring credit issuance or replacement processing according to contract terms.
Participate in quarterly and annual audits by preparing audit packets, reconciling inventory sub-ledgers, and responding to auditor inquiries.
Support seasonal or peak-period labor planning by coordinating temporary staffing requests, equipment allocation, and workflow adjustments with Operations and HR.
Create training materials and conduct onboarding for new administrative hires on WMS transactions, reporting procedures, and document control best practices.
Maintain a repository of frequently used templates, macros, and pivot reports to accelerate reporting cadence and reduce manual effort for recurring administrative tasks.

Required Skills & Competencies

Hard Skills (Technical)

Proficiency with Warehouse Management Systems (WMS) such as Manhattan, Oracle WMS, SAP EWM, NetSuite WMS, or similar.
Advanced Microsoft Excel skills: VLOOKUP/XLOOKUP, INDEX/MATCH, pivot tables, conditional formatting, and basic macros to manipulate inventory and reporting data.
Experience with Enterprise Resource Planning (ERP) systems (SAP, Oracle, NetSuite, Microsoft Dynamics) for PO processing, invoicing, and inventory reconciliation.
Knowledge of shipping documentation and logistics terminology: bills of lading (BOL), packing lists, commercial invoices, freight quotes (LTL, TL), and Incoterms.
Strong data entry accuracy with experience maintaining transaction logs, cycle count entries, and inventory adjustments in electronic systems.
Familiarity with barcode and RFID technology, handheld scanners, mobile data collection, and wireless inventory systems.
Basic accounting skills related to AP/AR, invoice matching, chargebacks, and cost center allocations for freight and inventory adjustments.
Experience creating and maintaining operational dashboards and KPI reports using Excel or BI tools (Power BI, Tableau, or similar).
Understanding of compliance, safety, and regulatory requirements relevant to warehousing (OSHA, DOT, hazardous materials handling basics).
EDI (Electronic Data Interchange) and order/ASN processing experience or exposure to EDI transaction sets (850, 856, 810) is a plus.
Strong document control skills including filing, retention scheduling, and archiving of shipping and receiving records and vendor contracts.
Proficiency with Microsoft Office suite (Outlook, Word, PowerPoint) and common collaboration tools (Teams, Slack).

Soft Skills

Exceptional attention to detail and high level of accuracy in transaction processing and record-keeping.
Strong verbal and written communication skills for cross-functional coordination with operations, procurement, carriers, and customers.
Excellent organizational and time management skills with the ability to prioritize competing tasks in a fast-paced warehouse environment.
Problem-solving and analytical mindset to investigate inventory discrepancies and operational exceptions to root cause.
Customer-service orientation with the ability to manage shipment expectations, handle escalations, and communicate status updates professionally.
Ability to work both independently and collaboratively in a team environment with a service-first attitude.
Adaptability and flexibility to support shift changes, seasonal peaks, and evolving operational requirements.
Confidentiality and integrity when handling sensitive vendor, pricing, payroll, and product information.
Initiative and process-improvement mindset; comfortable recommending and implementing administrative efficiencies.
Stress tolerance and resilience to manage high-volume periods and urgent order requests without sacrificing accuracy.
Training and coaching capability to onboard new administrative or temporary staff on systems and SOPs.
Strong attention to compliance and safety procedures and the ability to promote a culture of safety in administrative tasks.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED.

Preferred Education:

Associate's degree or technical certification in Business Administration, Logistics, Supply Chain Management, or related field.
Coursework or certificate in supply chain, inventory management, or logistics software is a plus.

Relevant Fields of Study:

Supply Chain Management
Business Administration
Logistics / Distribution
Operations Management

Experience Requirements

Typical Experience Range: 1–4 years of administrative or operational support experience in a warehouse, distribution center, or logistics environment.

Preferred:

2+ years working with a Warehouse Management System (WMS) and performing inventory control or shipping/receiving functions.
Experience supporting AP/AR, purchase order management, and freight documentation in a high-volume warehouse setting.
Prior exposure to cycle counting, physical inventory processes, and KPI reporting is highly desirable.