Key Responsibilities and Required Skills for Warehouse Representative

🎯 Role Definition

The Warehouse Representative is a hands-on logistics professional responsible for efficient receiving, storage, order picking, packing, shipping, and inventory accuracy in a fast-paced warehouse environment. This role ensures orders are fulfilled accurately and on time, materials are handled safely, inventory is maintained to KPI standards, and documentation is completed in compliance with company policies and carrier requirements. The ideal candidate combines physical stamina and attention to detail with experience using Warehouse Management Systems (WMS), RF barcode scanners, and material handling equipment.

📈 Career Progression

Typical Career Path

Entry Point From:

Shipping & Receiving Clerk
Retail Associate / Stockroom Associate
Material Handler / Order Picker

Advancement To:

Warehouse Supervisor / Team Lead
Inventory Control Specialist
Logistics Coordinator / Shipping Manager

Lateral Moves:

Forklift Operator / Certified Equipment Operator
Quality Control / Returns Processor

Core Responsibilities

Primary Functions

Receive incoming shipments: unload trucks, verify packing lists and Bills of Lading (BOL), inspect goods for damage or discrepancies, and document received quantities in the Warehouse Management System (WMS) to ensure accurate intake.
Accurately pick customer orders using RF scanners and WMS-directed pick lists, prioritizing orders by ship date and SLA to meet on-time delivery targets and reduce backorders.
Pack and prepare outbound shipments according to carrier and packaging standards, including weighing, labeling, sealing, and completing shipping documentation (BOLs, manifests, carrier labels).
Operate material handling equipment safely (counterbalance forklift, pallet jack, reach truck) following company procedures and OSHA guidelines; maintain valid equipment certifications as required.
Perform cycle counts and full physical inventory audits, reconcile count discrepancies, investigate root causes, and update inventory records while escalating systemic issues to inventory control.
Stage and load outbound freight onto trucks, verify carrier information, obtain driver signatures, and coordinate carrier check-in/out to ensure timely carrier turnarounds.
Process returns and damaged goods (RMA), isolate non-conforming items, document condition, and coordinate reverse logistics or disposition per company policy.
Maintain accurate carton, pallet, and SKU labeling, apply barcodes, re-label mis-marked product, and ensure all stock is location-controlled within the WMS for efficient retrieval.
Monitor and replenish pick-face and forward pick locations using first-in-first-out (FIFO) or other inventory rotation methods to minimize spoilage and obsolescence.
Execute quality control inspections for inbound and outbound shipments, ensuring product matches specifications, lot/serial numbers are tracked, and quality flags are raised for non-conforming items.
Collaborate with procurement, customer service, and sales teams to expedite urgent orders, resolve inventory discrepancies, and provide shipment status updates to internal stakeholders.
Maintain a clean, organized, and safe warehouse environment by following housekeeping schedules, securing loose materials, removing obstructions from aisles, and complying with Hazard Communication (HAZCOM) procedures where applicable.
Accurately complete and submit daily production logs, picking/packing reports, and KPI tracking sheets (e.g., picks per hour, accuracy rate, on-time shipments) to support performance measurement.
Use handheld RF scanners, barcode printers, and the WMS to perform put-away, replenishment, and location transfers in real time, improving inventory accuracy and operational throughput.
Assist with staging and kitting operations for special orders, promotional packs, or assembly tasks, ensuring kits are complete and components are accounted for in inventory.
Identify process improvements related to ergonomics, throughput, or accuracy (5S, lean practices) and participate in continuous improvement initiatives to reduce errors and improve cycle times.
Adhere to hazardous materials and dangerous goods regulations when handling regulated products; ensure proper documentation, labeling, and storage practices for such items.
Report and document workplace incidents, near-misses, and safety hazards immediately; participate in safety meetings, training, and emergency response drills.
Train and mentor new warehouse staff on company policies, WMS procedures, picking/packing best practices, and safe operation of equipment to maintain consistent performance standards.
Support weekend, seasonal, and peak operations as needed, including overtime and shift flexibility, to ensure service levels during high-demand periods.
Communicate clearly with carriers, dock personnel, and internal teams to coordinate inbound and outbound logistics, minimize dwell time, and reduce freight chargebacks or mis-shipments.
Maintain accurate records for hazardous spills, equipment inspections, and maintenance requests; escalate issues requiring supervisor or facilities intervention.
Manage special handling requirements (fragile, refrigerated, hazardous), ensuring temperature-controlled products are kept within specified ranges and documented through chain-of-custody procedures.
Participate in vendor compliance audits and customer-directed programs (ASN, EDI, GS1 labeling), ensuring shipments meet external partner specifications.

Secondary Functions

Assist with preparing documentation and inventory evidence for internal and external audits, including ISO, GMP, or customer-specific inspections.
Support returns processing and disposition workflows for warranty, repair, or resale; coordinate cross-functional communication to resolve root causes.
Cross-train across inbound, outbound, and inventory control tasks to provide operational flexibility across shifts.
Contribute to continuous improvement projects: propose workflow changes, test new packing methods, and measure improvements to accuracy and throughput.
Support ad-hoc reporting requests by providing counts, photos, and shipment records to operations, customer service, or procurement teams.

Required Skills & Competencies

Hard Skills (Technical)

Warehouse Management Systems (WMS) proficiency (e.g., Oracle WMS, Manhattan, SAP EWM, Fishbowl, NetSuite)
RF barcode scanner and mobile device operation for real-time inventory transactions
Forklift operation and certification (counterbalance, reach truck, pallet jack)
Order picking, packing, kitting, and staging best practices with a focus on accuracy and efficiency
Shipping documentation and carrier interaction (BOLs, manifests, UPS/FedEx/LL/Truck carrier procedures)
Cycle counting, physical inventory reconciliation, and basic inventory control techniques
Experience with barcode labeling systems, thermal printers, and cartonization procedures
Understanding of FIFO/LIFO inventory rotation and SKU storage optimization
Basic workplace safety and regulatory knowledge (OSHA standards, HAZCOM, PPE)
Familiarity with EDI/ASN concepts and vendor compliance labeling requirements
Basic computer skills: Microsoft Excel (VLOOKUP, filters), email, and WMS reporting modules
Experience handling temperature-sensitive and hazardous materials (if applicable)

Soft Skills

High attention to detail and commitment to achieving >99% order accuracy
Strong physical stamina and ability to lift and carry up to company-standard weights safely
Excellent time management and ability to prioritize tasks in a fast-paced environment
Clear verbal and written communication for coordination with carriers and internal teams
Problem-solving mindset with ability to investigate and resolve inventory discrepancies
Team player attitude with experience training and mentoring new associates
Dependable, punctual, and able to work flexible shifts during peak seasons
Adaptability to process changes and continuous improvement initiatives
Customer-service orientation with a focus on on-time, accurate deliveries
Strong organizational skills for maintaining orderly pick faces and storage locations

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED

Preferred Education:

Associate degree or coursework in Logistics, Supply Chain, Business Administration, or related field

Relevant Fields of Study:

Supply Chain Management
Logistics
Business Administration
Operations Management
Industrial Technology

Experience Requirements

Typical Experience Range: 0–3 years of warehouse, distribution, or material handling experience (entry-level roles accepted with relevant training)

Preferred: 2+ years of hands-on warehouse experience with WMS usage, RF scanning, and forklift certification; prior experience in shipping/receiving and inventory control preferred.