Key Responsibilities and Required Skills for Warehouse Systems Specialist

🎯 Role Definition

The Warehouse Systems Specialist is a subject-matter expert who bridges warehouse operations and technology. This role owns the design, configuration, support, and continuous improvement of Warehouse Management Systems (WMS) and related automation (RF devices, AS/RS, conveyors, robotics) to drive inventory accuracy, throughput, and on-time order fulfillment. The specialist partners with operations, IT, vendors, and supply chain teams to translate operational requirements into system configuration, integrations, reports, and standard operating procedures (SOPs). Ideal candidates combine hands-on WMS experience (SAP EWM, Blue Yonder/Manhattan, Oracle WMS), strong technical skills (SQL, APIs, data visualization), and proven change-management and training capabilities.

📈 Career Progression

Typical Career Path

Entry Point From:

WMS Analyst / WMS Support Specialist
Warehouse Supervisor / Operations Lead with systems responsibility
Supply Chain Analyst or Logistics Systems Analyst

Advancement To:

Warehouse Systems Manager / WMS Manager
Supply Chain Systems Lead / Director of Distribution Systems
Automation & Robotics Program Manager

Lateral Moves:

Inventory Control Manager
Operations Manager
IT Business Analyst (Supply Chain)

Core Responsibilities

Primary Functions

Lead the configuration, testing, and deployment of Warehouse Management System (WMS) modules, including receiving, putaway, replenishment, picking, packing, shipping, returns, and cycle counting to meet operational SLAs and KPI targets.
Design and maintain WMS process flows, system parameters, and business rules to optimize order fulfillment accuracy, throughput, labor utilization, and space utilization across multiple sites and distribution channels.
Manage end-to-end ERP-WMS integrations (e.g., SAP, Oracle, Netsuite) including master data flows, ASN/PO/Ship notifications, inbound/outbound records, inventory transactions, and reconciliation logic.
Implement and support real-time RF/Barcode/RFID device configurations, workflows, and firmware updates to maintain scanning accuracy, reduce exceptions, and support mobile device management (MDM) platforms.
Troubleshoot complex transactional issues (allocation errors, inventory discrepancies, hold/exception processing) and drive cross-functional root-cause analysis and permanent corrective actions.
Lead User Acceptance Testing (UAT) and system testing efforts for releases and enhancements; author test scripts, coordinate test environments, capture defects, and validate fixes before production rollout.
Configure and administer WMS integrations with material handling equipment (conveyors, sorters), AS/RS, pick-to-light, voice picking, and robotic systems; coordinate with OEMs and integrators for changes and upgrades.
Develop and maintain BI dashboards and operational reports (Power BI, Tableau, SQL reports) to monitor KPIs such as inventory accuracy, order cycle time, dock-to-stock, pick rates, and on-time shipment performance.
Prepare and execute WMS change requests and projects following project management best practices: scope definition, impact analysis, risk mitigation, scheduling, and cutover planning.
Create, update and enforce SOPs, system standard operating guidelines, and exception-handling playbooks to ensure consistent system use and to minimize manual workarounds.
Provide tier-2/3 support for production incidents, coordinate triage with IT, network, and vendor support, and communicate status and remediation plans to operations leadership and stakeholders.
Lead slotting and warehouse layout optimization initiatives in the WMS to increase pick density, reduce travel time, and enable seasonal capacity planning.
Manage data integrity and master data stewardship (SKUs, unit-of-measure, packaging hierarchies, lot/serial control) to prevent transactional errors and ensure regulatory traceability.
Perform cycle count program administration in the WMS, analyze count results, drive discrepancy investigations, and implement corrective actions to achieve target inventory accuracy.
Drive continuous improvement projects using Lean, Six Sigma, or Kaizen methodologies focused on eliminating waste in warehouse processes and reducing system exceptions.
Define and manage WMS role-based security, permissions, and audit trails to meet internal controls and external compliance requirements.
Coordinate with vendors and third-party logistics providers (3PLs) to define EDI/API specifications, manage integrations, and validate inbound/outbound message accuracy and timing.
Execute performance tuning and system parameter optimization to maintain stable WMS performance during peak volumes, promotions, and seasonal events.
Develop and deliver training programs, system manuals, process maps, and quick reference guides for warehouse teams, supervisors, and trainers to ensure adoption of system changes.
Support release management: schedule deploy windows, coordinate cutover checklists, perform back-out planning, and validate post-deployment system behavior against acceptance criteria.
Analyze shipment discrepancies, returns processing, and reverse logistics workflows to improve visibility, reduce processing time, and recover accuracy for refurbished/returned inventory.
Maintain disaster recovery and business continuity procedures for WMS and associated infrastructure to minimize operational downtime and data loss during incidents.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis.
Contribute to the organization's data strategy and roadmap.
Collaborate with business units to translate data needs into engineering requirements.
Participate in sprint planning and agile ceremonies within the data engineering team.
Assist procurement and vendor negotiations for WMS licenses, support contracts, and automation integration services.
Participate in safety and regulatory audits related to inventory control, hazardous materials handling, and recordkeeping.

Required Skills & Competencies

Hard Skills (Technical)

Deep hands-on experience administering and configuring Warehouse Management Systems (WMS) such as SAP EWM, Blue Yonder (JDA), Manhattan Associates, Oracle WMS, or HighJump.
Strong understanding of ERP integration patterns and experience integrating WMS with SAP, Oracle, Netsuite or other ERPs via EDI, APIs, middleware, or flat-file interfaces.
Proficiency with SQL for data validation, troubleshooting, report development, and ad-hoc analysis.
Experience with business intelligence and reporting tools (Power BI, Tableau, SSRS) to build operational dashboards and KPI reporting.
Knowledge of RF device configuration, mobile application workflows, and mobile device management (MDM) best practices.
Familiarity with warehouse automation systems: AS/RS, conveyors, sortation, AGV/AMR, pick-to-light, voice systems, and vendor integration frameworks.
Hands-on experience with UAT/test management, defect tracking tools (JIRA, Azure DevOps), and test-script development.
Strong data stewardship skills: master data management, SKU attributes, lot/serial control, and data reconciliation techniques.
Experience scripting or automating repetitive tasks (Python, PowerShell, or ETL tooling) is a plus.
Knowledge of supply chain concepts: slotting optimization, replenishment logic, wave planning, labor management systems (LMS), and shipping/carrier integrations.
Familiarity with change management frameworks and release management in an Agile or Waterfall environment.
Understanding of industry compliance and safety standards relevant to warehouse operations (OSHA, DEA, FDA where applicable).

Soft Skills

Exceptional problem-solving and root-cause analysis capabilities, with the ability to translate operational pain points into durable system changes.
Strong stakeholder management and communication skills; can translate technical details into business impact for operations and leadership.
Project management discipline with strong prioritization, scheduling, and coordination skills across multiple concurrent initiatives.
Training and coaching aptitude; ability to design and deliver practical training materials to end-users.
Detail-oriented with a focus on data accuracy, documentation, and auditability.
Collaborative mindset, comfortable working in cross-functional teams with vendors, operations, IT, and supply chain partners.
Flexibility and resilience to support high-volume peaks and incident-driven priorities outside normal hours when required.
Analytical mindset with a continuous improvement orientation and comfort with metrics-driven decision making.

Education & Experience

Educational Background

Minimum Education:

Bachelor’s degree in Supply Chain Management, Logistics, Industrial Engineering, Computer Science, Information Systems, or related field.

Preferred Education:

Master’s degree in Supply Chain, Operations Management, or MBA, or relevant technical graduate degree.
Certifications such as APICS/ASCM CSCP/CPIM, Six Sigma, PMP, or vendor-specific WMS certifications (SAP EWM, Manhattan, Blue Yonder).

Relevant Fields of Study:

Supply Chain Management / Logistics
Industrial Engineering / Operations Research
Information Systems / Computer Science
Business Administration / Operations Management

Experience Requirements

Typical Experience Range:

3–8 years of progressive experience supporting or implementing Warehouse Management Systems and warehouse automation in distribution, manufacturing, retail, or 3PL environments.

Preferred:

5+ years of direct WMS implementation/configuration experience and at least 2 years leading cross-functional projects or serving as the primary WMS SME in production.
Proven track record supporting multi-site rollouts, ERP integrations, and automation vendor coordination.
Demonstrated experience improving inventory accuracy and operational KPIs through system configuration and process redesign.