Key Responsibilities and Required Skills for Warehouse Administrator

🎯 Role Definition

The Warehouse Administrator is the operational hub for efficient warehouse and distribution center activities. This role ensures accurate inventory control, timely shipping and receiving, compliance with safety and regulatory standards, and smooth coordination between warehouse staff, carriers, and internal stakeholders. The ideal candidate combines strong operational discipline, hands-on warehouse systems experience (WMS/ERP), excellent communication, and a continuous improvement mindset to drive KPIs such as on-time shipments, inventory accuracy, and order fulfillment rates.

📈 Career Progression

Typical Career Path

Entry Point From:

Warehouse Associate / Picker-Packer
Shipping & Receiving Clerk
Inventory Control Specialist

Advancement To:

Warehouse Supervisor / Lead
Logistics Coordinator / Manager
Operations Manager

Lateral Moves:

Inventory Analyst
Shipping & Receiving Coordinator
Customer Fulfillment Specialist

Core Responsibilities

Primary Functions

Oversee day-to-day warehouse operations including receiving, putaway, picking, packing, staging, and loading to ensure orders are processed accurately and shipped on schedule in accordance with customer SLAs.
Manage inventory control processes such as cycle counts, physical inventory audits, discrepancy investigations, root cause analysis, and adjustments to maintain 98%+ inventory accuracy targets.
Operate and administer the Warehouse Management System (WMS) and integrated ERP functions: create and maintain SKUs, adjust inventory, reconcile transactions, and optimize bin locations for velocity.
Coordinate inbound logistics by scheduling carrier pickups, verifying incoming shipments against purchase orders and packing slips, and escalating freight or quality exceptions to procurement and vendors.
Supervise outbound operations including order verification, cartonization, labeling, rate shopping for carriers, and preparation of shipping documentation (BOLs, manifests, customs paperwork) to minimize transit delays and chargebacks.
Maintain accurate records of receipts, putaways, transfers, returns (RMA), and scrap while ensuring system transactions reflect physical stock movements in real time.
Lead and execute cycle count programs and annual physical inventories, prepare variance reports, investigate root causes, and implement corrective actions to close process gaps.
Ensure all shipping and receiving activities comply with OSHA, DOT, hazmat regulations, company safety policies, and local/state laws; conduct regular safety inspections and document corrective actions.
Coordinate and track returns processing and disposition (QC inspection, restock, refurbish, scrap) and ensure timely credit to customers and accurate inventory reclassification.
Train, coach, and mentor warehouse staff on standard operating procedures (SOPs), picking strategies, packing best practices, equipment safety, and use of RF scanners and handheld devices.
Monitor warehouse KPIs — on-time shipments, order accuracy, dock-to-stock cycle time, inventory accuracy, fill rate, and labor productivity — and produce weekly/monthly performance reports for operations leadership.
Manage procurement and maintenance of warehouse supplies, PPE, packaging materials, and small equipment; maintain cost controls and vendor relationships for competitive pricing and service levels.
Implement and enforce loss prevention measures, cycle count controls, segregation of duties, and secure high-value inventory to reduce shrink and discrepancies.
Coordinate interface and troubleshooting with IT for system glitches, barcode printer issues, RF communication failures, and integrations between WMS and ERP or TMS.
Schedule and coordinate seasonal staffing, overtime, and temporary labor with HR and staffing vendors to meet peak volume requirements while controlling labor costs and adherence to union/company policies.
Participate in continuous improvement initiatives — 5S, Kaizen events, layout optimization, slotting projects, and process standardization — to reduce travel time, increase throughput, and lower cost-per-order.
Prepare and manage documentation for audits, supplier scorecards, compliance reviews, and customer visits; implement corrective action plans when required.
Supervise loading dock operations and carrier relationships: verify carrier performance, manage claims for damaged or lost freight, and reconcile shipping invoices and accessorial charges.
Coordinate cross-functional communication with procurement, sales, customer service, and finance to resolve order exceptions, expedite critical shipments, and reconcile billing or credit issues.
Maintain accurate fixed asset and equipment logs (forklifts, conveyors, scales), schedule routine maintenance, safety inspections, and coordinate repairs with facilities/third-party maintenance providers.
Oversee product staging, kitting, and light assembly operations when required; ensure BOM accuracy, documentation, and timely fulfillment for special projects or promotions.
Drive documentation and training updates for SOPs, emergency response plans, fire safety, and hazardous materials handling to ensure team readiness and regulatory compliance.

Secondary Functions

Produce and distribute ad-hoc and recurring operational reports and dashboards to support data-driven decision making across logistics and supply chain functions.
Support continuous improvement and cost reduction projects by collecting process metrics, mapping workflows, and piloting automation or WES/WMS configuration changes.
Act as liaison with third-party logistics providers (3PLs), carriers, and vendors to coordinate inbound/outbound service levels, contract compliance, and performance improvement plans.
Assist with customer escalations related to order discrepancies, delivery claims, and product damages; investigate root cause and implement corrective/preventive actions.
Participate in cross-functional planning for promotions, new product introductions (NPIs), and seasonal demand planning to ensure inventory readiness and fulfillment capacity.
Manage small procurement projects for warehouse capital purchases under budget thresholds and support procurement team with specifications and vendor selection.
Serve as point of contact for workplace safety committees, lead incident investigations, maintain incident logs, and implement corrective actions to reduce recurrence.

Required Skills & Competencies

Hard Skills (Technical)

Warehouse Management Systems (WMS) administration — proficiency in systems such as Manhattan, HighJump, Blue Yonder, SAP EWM, or NetSuite WMS.
ERP integration experience (e.g., SAP, Oracle NetSuite, Microsoft Dynamics) including inventory modules, order processing, and data reconciliation.
Inventory control techniques — cycle counting, ABC analysis, variance reconciliation, and adjustment procedures.
Proficient with RF handheld devices, barcode scanners, label printers (Zebra), and basic network troubleshooting for device connectivity.
Logistics and shipping knowledge — carrier booking, freight classing, BOL preparation, LTL/FTL rate structures, and customs documentation for international shipments.
MS Excel (advanced): pivot tables, VLOOKUP/XLOOKUP, INDEX/MATCH, data filtering, and basic macros for reporting and reconciliation.
Safety and regulatory compliance knowledge — OSHA standards, DOT, hazmat handling, and safe forklift and pallet jack operation.
Data entry accuracy and order processing experience with high-volume transaction processing.
Familiarity with lean warehouse practices: 5S, Kaizen, value stream mapping, slotting optimization.
Basic maintenance oversight: equipment logs, preventive maintenance scheduling, and vendor coordination for repairs.
Experience preparing KPI dashboards and operational metrics using Excel, Power BI, or similar reporting tools.
Knowledge of returns processing, reverse logistics, and disposition workflows.
Forklift certification (preferred/maintainable) and safe equipment operation track record.

Soft Skills

Strong verbal and written communication for cross-functional coordination, vendor negotiations, and team leadership.
Problem-solving and analytical mindset with an ability to investigate discrepancies and implement root-cause corrective actions.
Attention to detail and high accuracy in record-keeping, picking, and receiving processes.
Time management and prioritization in a fast-paced, high-volume environment.
Team leadership, coaching, and development skills to motivate frontline staff and create a culture of safety and accountability.
Customer-focused orientation with a sense of urgency for resolving order issues and maintaining service levels.
Adaptability and resilience during peak seasons, system outages, or unexpected operational disruptions.
Organizational skills to manage multiple projects, audits, and documentation requirements concurrently.
Continuous improvement mindset with the ability to lead small projects and drive measurable process improvements.
Ethical judgment and integrity for handling financial discrepancies, access to inventory, and confidential documentation.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED required.

Preferred Education:

Associate degree or coursework in Supply Chain Management, Logistics, Business Administration, or Operations Management.
Certifications such as Certified Logistics Associate (CLA), Certified Logistics Technician (CLT), OSHA 10/30, or WMS-specific training are a plus.

Relevant Fields of Study:

Supply Chain Management
Logistics & Transportation
Business Administration
Operations Management
Industrial Engineering (beneficial for continuous improvement roles)

Experience Requirements

Typical Experience Range: 1–5 years of progressive warehouse or distribution experience; 2+ years in a supervisory or administrative capacity preferred.

Preferred:

3+ years coordinating warehouse operations, inventory control, or shipping/receiving in a high-volume environment.
Demonstrated experience with WMS and ERP systems, cycle count programs, and KPI-driven operations.
Prior experience managing vendors, carriers, and cross-functional stakeholders; background in lean/continuous improvement projects considered advantageous.