Key Responsibilities and Required Skills for Warehouse Operations Assistant

🎯 Role Definition

The Warehouse Operations Assistant supports efficient, safe and accurate warehouse operations by executing shipping and receiving tasks, performing cycle counts and inventory reconciliation, operating material handling equipment, and maintaining a clean, OSHA-compliant work environment. This role is critical to on-time order fulfillment, minimizing stock discrepancies, and supporting continuous improvement initiatives across inbound, storage and outbound workflows.

📈 Career Progression

Typical Career Path

Entry Point From:

Warehouse Associate / Material Handler
Shipping & Receiving Clerk
Production Line Support / Picker-Packer

Advancement To:

Warehouse Supervisor / Lead
Inventory Control Specialist
Logistics Coordinator
Operations Manager / Distribution Manager

Lateral Moves:

Forklift / Equipment Operator
Quality Control Inspector
E-commerce Fulfillment Specialist

Core Responsibilities

Primary Functions

Receive incoming shipments, inspect goods against purchase orders and packing lists, document shortages or damages, and initiate discrepancy reports to purchasing and receiving managers to maintain accurate receiving records.
Unload and stage inbound freight safely and efficiently using pallet jacks, forklifts and team lift procedures while following company safety policies and OSHA regulations.
Accurately pick, pack and prepare orders for shipment according to packing protocols, weight/fragility requirements and carrier specifications to ensure on-time, damage-free delivery to customers.
Operate a Warehouse Management System (WMS) and RF handheld scanners to complete receipts, putaways, picks, cycle counts, and shipping scans with 100% traceability and barcode accuracy.
Conduct scheduled cycle counts and physical inventory audits, reconcile variances, investigate root causes and prepare adjustment requests to maintain parity between system inventory and physical stock.
Stage and load outbound shipments, verify ship manifest details, prepare bills of lading and shipping labels, and coordinate with carriers to meet pickup windows and reduce detention or rework.
Execute cross-docking and flow-through operations to minimize handling time, optimize dock throughput and speed up order fulfillment for high-turn SKUs.
Package items per packaging standards, apply correct labels, palletize loads securely, and prepare export or hazardous material documentation when applicable.
Maintain accurate and organized inventory records by conducting bin-to-bin transfers, cycle counting high-value items, and updating WMS locations to improve pick-path efficiency.
Monitor temperature-controlled and specialty storage areas; perform routine checks and log conditions to ensure compliance with product storage requirements and company SOPs.
Support returns processing (RMA), inspect returned goods for resellability, quarantine damaged inventory, document return disposition and coordinate with quality control and customer service.
Assist in freight claims by documenting damage, photographing shipments, collecting carrier paperwork, and collaborating with carriers or vendors to resolve shipping disputes.
Follow and enforce health and safety standards including PPE use, hazard communication, lockout/tagout basics, and safe lifting techniques to maintain a zero-incident culture.
Perform basic preventive maintenance and cleanliness of warehouse equipment and work areas; report mechanical issues and coordinate repairs to minimize downtime.
Participate in daily operational briefings and communicate production status, backlog, and any issues impacting throughput to supervisors and cross-functional teams.
Prepare and maintain accurate shipping documentation including commercial invoices, packing lists, and customs paperwork for international shipments as required.
Support lean and continuous improvement initiatives by identifying bottlenecks, suggesting process changes, and participating in Kaizen events to increase productivity and reduce errors.
Train and mentor temporary staff and new hires on picking, packing, scanning and safety protocols to ensure consistent operational performance.
Utilize MS Excel and WMS reporting tools to extract operational metrics, generate simple reports on inventory levels, picks per hour, and shipping accuracy for supervisor review.
Coordinate with procurement, customer service and carriers to prioritize urgent orders, expedite shipments and resolve order exceptions in a timely manner.
Maintain security of inventory and access control by following inbound/outbound sign-off procedures, enforcing visitor policies and ensuring high-value items are monitored.
Assist with special projects such as warehouse layout changes, slotting optimization, seasonal inventory build plans and ERP/WMS migration support.
Ensure compliance with hazardous materials handling protocols (if applicable), including accurate labeling, segregation, and documentation following DOT and company guidelines.
Track and report KPIs such as order accuracy, on-time shipping, inventory variance and cycle count completion rate to help drive continuous performance improvements.

Secondary Functions

Support periodic audits (internal and third-party) by preparing required documentation, leading walk-throughs and implementing corrective actions to close audit findings.
Participate in process documentation and Standard Operating Procedure (SOP) updates to capture best practices and regulatory changes.
Assist the inventory control team with root cause analysis for recurring discrepancies and implement corrective action plans to prevent recurrence.
Support e-commerce returns and marketplace fulfillment processes including multi-channel order reconciliation and split-ship coordination.
Help coordinate seasonal hires, temporary labor scheduling and floor coverage to meet peak demand and maintain service levels.
Collaborate with IT and operations on WMS enhancements, mobile scanning updates, and barcode label template modifications.
Serve as a backup for forklift operators, dock coordinators and shift leads during absences to maintain uninterrupted operations.
Collect and maintain equipment inspection logs, incident reports and safety training records for compliance with internal policies and regulatory requirements.
Support vendor-managed inventory (VMI) or consignment processes by verifying deliveries, reconciling consumption records and reporting replenishment needs.
Assist with reconciliation of invoicing discrepancies related to inbound freight, returns or vendor credits in coordination with finance.

Required Skills & Competencies

Hard Skills (Technical)

Proficient in Warehouse Management Systems (WMS) such as Manhattan, JDA/WMS, HighJump, Fishbowl, or NetSuite WMS for receiving, putaway, picking and shipping transactions.
Experienced with RF handheld scanners, barcode printing/labeling equipment and mobile data collection technologies.
Forklift certification and safe operation of sit-down, stand-up and reach forklifts; experience with pallet jacks and order pickers.
Strong inventory control skills: cycle counting, physical inventory audits, discrepancy investigation and inventory adjustments.
Knowledge of shipping carriers (UPS, FedEx, USPS, common carriers) rate classes, bill of lading preparation and basic freight documentation.
Familiarity with OSHA safety standards, PPE requirements and warehouse hazard mitigation practices.
Ability to read packing lists, purchase orders, product labels and SKU/UPC barcodes accurately.
Basic MS Excel skills: filters, VLOOKUP/XLOOKUP, simple pivot tables for inventory reconciliation and basic reporting.
Experience with packing standards, packing materials selection, palletization and load securement best practices.
Understanding of cold chain / temperature-controlled storage requirements (if applicable) and related monitoring procedures.
Basic knowledge of hazardous materials handling (HAZMAT basics) and DOT labeling for applicable product classes.
Comfortable using mobile apps and handheld devices to reconcile orders, capture photos for claims, and update WMS transactions.

Soft Skills

Exceptional attention to detail and accuracy in order picking, labeling and documentation to reduce shipping errors and returns.
Strong verbal and written communication skills for cross-functional collaboration with procurement, customer service and carriers.
Excellent time management and organizational skills to prioritize tasks during peak periods and keep workflow moving.
Problem-solving mindset with the ability to investigate discrepancies, escalate issues and recommend corrective actions.
Team player attitude and willingness to assist colleagues, float between functions and support shift objectives.
Dependable, punctual and able to maintain consistent attendance in a physically demanding environment.
Adaptable to changing priorities, rapid order volume shifts and improvements in processes or systems.
Customer-service oriented: focused on meeting internal and external customer expectations for timeliness and quality.
Ability to train and coach new or temporary warehouse staff in SOPs and safety practices.
Strong work ethic and initiative to identify improvement opportunities and follow through on assigned tasks.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED required.

Preferred Education:

Associate degree or diploma in Logistics, Supply Chain Management, Business Administration, or related technical training preferred.
Certifications such as OSHA 10, Forklift Certification, or Supply Chain/Inventory certificates are a plus.

Relevant Fields of Study:

Logistics / Supply Chain Management
Operations Management
Business Administration
Industrial Technology
Warehouse Management

Experience Requirements

Typical Experience Range:

0 to 3 years of warehouse experience for entry-level roles; 1–2 years preferred for many postings.

Preferred:

2+ years of hands-on warehouse operations experience including shipping & receiving, WMS transactions and inventory control.
Prior experience operating forklifts and working in a fast-paced distribution or e-commerce fulfillment environment.
Demonstrated experience meeting productivity KPIs, reducing errors, and contributing to process improvements.