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Key Responsibilities and Required Skills for Warehouse Project Assistant

💰 $ - $

OperationsLogisticsWarehouse

🎯 Role Definition

The Warehouse Project Assistant supports warehouse operations by coordinating projects, managing inventory and documentation, tracking KPIs, and executing standard operating procedures (SOPs). Acting as a project-support resource to operations managers and continuous improvement teams, the Warehouse Project Assistant facilitates process changes, site rollouts, vendor coordination, and day-to-day execution to improve throughput, accuracy, and safety in distribution or fulfillment centers.

Key focus areas: warehouse project coordination, inventory control, WMS/ERP support, cross-functional stakeholder communication, performance reporting, and implementation of operational improvements.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Warehouse Associate / Material Handler with demonstrated initiative and documentable process contributions
  • Inventory Control Clerk or Shipping & Receiving Clerk with exposure to WMS and cycle counts
  • Logistics Coordinator or Project Support Administrator who has supported operations projects

Advancement To:

  • Warehouse Project Coordinator / Project Specialist
  • Warehouse Operations Supervisor or Lead
  • Continuous Improvement Specialist (Lean/Six Sigma)
  • Supply Chain Analyst or Logistics Manager

Lateral Moves:

  • Inventory Analyst
  • Quality Assurance / Compliance Specialist
  • Vendor & Carrier Coordinator

Core Responsibilities

Primary Functions

  • Coordinate and support warehouse improvement projects from initiation through closeout, ensuring timelines, milestones, and deliverables are met and documented; liaise with operations managers, engineering, IT, and vendors to keep projects on schedule.
  • Assist with planning and executing process change rollouts (layout changes, slotting, new equipment installation, automation integration) including creating workback schedules and site readiness checklists.
  • Maintain and reconcile inventory accuracy by executing cycle counts, full physical inventories, bin-to-bin audits, discrepancy investigations, and root-cause documentation in the WMS or ERP.
  • Prepare, validate, and distribute project documentation such as scope statements, change requests, risk logs, SOPs, test scripts, and training materials to frontline staff and stakeholders.
  • Configure and test WMS/ERP changes in coordination with IT and vendors; support user acceptance testing (UAT), identify defects, and coordinate fixes before go-live.
  • Track, analyze, and report daily/weekly KPIs (inventory accuracy, order cycle time, pick productivity, dock-to-stock time, on-time shipments) to project leads and senior management with clear visualizations and improvement recommendations.
  • Coordinate inbound and outbound special projects (promotions, bulk moves, seasonal surges, new client onboarding) including scheduling, resource allocation, and communication with carriers and suppliers.
  • Execute shipping and receiving escalation support: verify BOLs, packing lists, ASN reconciliation, and exception handling to resolve shipments and minimize delays.
  • Support implementation of safety and compliance initiatives in the warehouse (OSHA, DOT, hazardous materials handling), ensuring project activities meet regulatory and corporate safety standards.
  • Facilitate cross-functional meetings, stand-ups, and project review sessions; capture action items, owners, and due dates and follow up to closure.
  • Assist in procurement and vendor management for project-related materials and services, including RFQ coordination, basic cost tracking, and receipt verification.
  • Maintain accurate project budgets and track spend vs. plan for equipment, contractors, and materials; escalate variances and help identify cost-saving alternatives.
  • Develop and deliver operator training on new processes, equipment, and system changes; create job aids and evaluate training effectiveness through observation and post-training metrics.
  • Support site layout optimization and slotting projects by collecting SKU velocity data, proposing slotting recommendations, and coordinating physical moves with the operations team.
  • Participate in continuous improvement efforts (5S, Kaizen events) to standardize processes, reduce waste, and increase throughput; document improvements and quantify benefits.
  • Manage small capital projects and vendor installations on site, coordinating safety permits, contractor access, installation sequencing, and punch-list closure.
  • Troubleshoot operational bottlenecks on the warehouse floor by collecting real-time data, running shadow processes if needed, and recommending immediate corrective actions to restore flow.
  • Maintain and update master data related to inventory, SKUs, locations, and packing configurations in the ERP/WMS to improve picking accuracy and reporting fidelity.
  • Support returns processing and quality hold workflows by coordinating inspections, disposition decisions, RMA processing, and return-to-stock procedures.
  • Create and maintain operational dashboards and ad-hoc reports (Excel, Power BI) to support project decision-making, trend analysis, and executive reporting.
  • Coordinate equipment preventive maintenance and calibration activities related to project scope and operations continuity; log maintenance activities and confirm completion.
  • Assist in developing contingency plans for high-volume periods, systems outages, or labor shortages to minimize customer impact and maintain service levels.
  • Ensure tools, labeling, and documentation for new processes are produced and placed correctly on the warehouse floor prior to go-live.

Secondary Functions

  • Provide day-to-day operational backup support (picking, packing, staging) during peak season or staffing gaps to ensure project timelines are preserved.
  • Support continuous improvement data collection by running time-and-motion studies, accuracy audits, and cycle time sampling for analysis.
  • Help maintain compliance with customer-specific requirements and audits by preparing evidence, process maps, and corrective action plans.
  • Assist in contractor onboarding, site orientation, and safety briefings for short-term project teams and third-party integrators.
  • Capture lessons learned after project completion and contribute to a repository of best practices and standardized templates for future rollouts.
  • Support ad-hoc reporting requests, data extracts, and exploratory analysis to identify opportunities for operational cost reduction and throughput gains.
  • Collaborate with procurement and finance to validate vendor invoices against project deliverables and closure criteria.
  • Aid in the creation and maintenance of a structured project documentation repository (SOPs, site diagrams, contracts) for auditability and knowledge transfer.
  • Participate in cross-site coordination for multi-site projects, aligning deployment plans and sharing resources or lessons across distribution centers.
  • Provide input to the organization's warehouse technology roadmap by identifying gaps in current WMS functionality and proposing project priorities.

Required Skills & Competencies

Hard Skills (Technical)

  • Warehouse Management Systems (WMS) proficiency — experience with systems such as SAP EWM, Manhattan, Blue Yonder (JDA), or Oracle WMS for transactions, cycle counts, and inventory reconciliation.
  • ERP familiarity (SAP, Oracle, NetSuite) for master data changes, purchase orders, and integration points.
  • Advanced Microsoft Excel skills (VLOOKUP/XLOOKUP, INDEX/MATCH, pivot tables, conditional formatting) for data reconciliation and reporting.
  • Experience creating dashboards and visualizations (Power BI, Tableau, or equivalent) to present KPI trends and project status.
  • Basic SQL or query-building skills to extract and validate data for investigations and metrics (preferred).
  • Project coordination tools: Microsoft Project, Smartsheet, Asana, or Jira for task tracking and milestone planning.
  • Knowledge of inventory control methodologies (FIFO/LIFO, cycle counting, ABC analysis) and slotting principles.
  • Familiarity with shipping/receiving documentation (BOLs, ASNs, packing lists), carrier coordination, and freight exception handling.
  • Understanding of safety and regulatory requirements (OSHA, DOT, hazardous materials handling) and experience enforcing safety protocols on-site.
  • Experience with warehouse equipment and automation (conveyors, sortation, RF scanners, pick-to-light systems) and basic troubleshooting.
  • Basic Lean, Six Sigma, or continuous improvement methodology knowledge; ability to lead small Kaizen events or support process mapping.
  • Documentation and training creation skills — SOPs, job aids, and test scripts for system and process changes.

Soft Skills

  • Clear, concise communication skills — able to translate technical issues for non-technical stakeholders and coordinate cross-functional teams.
  • Strong organizational and time-management skills with the ability to prioritize competing tasks in a dynamic warehouse environment.
  • Problem-solving and analytical thinking — capable of conducting root-cause analysis and proposing practical corrective actions.
  • Attention to detail and accuracy, especially when reconciling inventory and preparing project documentation.
  • Team orientation and collaboration — works effectively with operations, IT, procurement, and external vendors.
  • Adaptability and resilience — comfortable managing shifting priorities, last-minute changes, and seasonal peak demands.
  • Customer-focused mindset with commitment to meeting internal SLAs and external customer requirements.
  • Initiative and ownership — takes responsibility for follow-through and project completion without continuous supervision.
  • Conflict resolution and stakeholder management — able to negotiate and influence across levels to reach consensus.
  • Coaching and training capability — can educate frontline staff on new processes and reinforce adoption.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED required.

Preferred Education:

  • Associate degree or Bachelor’s degree in Supply Chain Management, Logistics, Business Administration, Industrial Engineering, or related field.

Relevant Fields of Study:

  • Supply Chain Management / Logistics
  • Operations Management
  • Business Administration
  • Industrial Engineering / Engineering Technology
  • Information Systems (with supply chain modules)

Experience Requirements

Typical Experience Range: 1–4 years of hands-on warehouse experience or 1–3 years in project support, operations coordination, or logistics roles.

Preferred:

  • 2–5 years experience supporting warehouse projects, inventory management, or operations improvement initiatives.
  • Demonstrated experience with WMS/ERP systems, cycle counting programs, and process rollout coordination.
  • Experience supporting automation or systems integrations and participating in UAT, go-live, and hypercare phases.

If you want, I can also produce a short ATS-friendly one-page job posting or a LinkedIn-ready summary for the Warehouse Project Assistant role.

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