Logistics Administrator

Job Title

Logistics Administrator

Line Manager

Warehouse Manager

Department

Warehouse

Location

SG

Direct Reports

None

Conditions

Full time M-F, 40 hours, plus 4 hours alternate Saturdays

Key Relationships

External

Customers, Suppliers, Transport / Logistics Providers

Internal

Transport & Warehouse Team, SG Operations, Customer Solutions, Overseas offices, Finance & Compliance teams

Role Purpose

The purpose of the Warehouse Administrator is to ensure accurate inventory records, smooth documentation flow, and effective coordination between warehouse, operations, suppliers, and transport partners. The role is critical to keeping stock data, paperwork, and system records perfectly aligned with physical goods. This person will be responsible for warehouse communication with our customers, dealing with enquiries, and frequent updates on progress in regard to receipting / despatching of their inventory.

Main Role Accountabilities

1.  

Key Responsibilities

· Maintain accurate inventory records in WMS

· Process Goods In / Goods Out documentation

· Verify deliveries against ASN and delivery notes

· Generate pick lists, shipment paperwork, and labels

· Support the updating and reconciliation of stock movements in the system

· Investigate and resolve stock discrepancies

· Manage filing of warehouse documents

· Act as the interface for customer communications to/from warehouse.

· Liaise with suppliers, drivers, and warehouse staff

· Prepare daily / weekly inventory and operations reports

· Support periodic stock counts and audits

2.  

Daily Duties

· Monitor stock activity at the beginning and end of day

· Prioritising work stack so all outstanding AOG and work from previous day is cleared in accordance with SLA’s

· Progress chase outstanding backlogs

· Print and organize picking / dispatch documents

· Track returns, damages, and shortages

· Respond to emails / calls from customers, suppliers and transporters

· Maintain organized digital and physical records

· Assist supervisors with admin and reporting needs

3.  

Customer Focus

· Be polite and provide a professional and responsive service to customers, industry partners and team members

· ​Communicate efficiently and professionally to the Operations teams and customers on any changes that affect their business e.g. delays, changes to flights, emergency measures etc.

4.  

Compliance and Health & Safety

· Adhere to the Company health and safety policy, and other requirements relating to care of equipment and warehouse

· Ensure all operations within inventory are complaint in relation to aviation regulations, Customs etc.

· Ensure shipments are completed within the parameters of the ISO 9001:2015 QMS.

· Be aware of the standards expected in respect of the job, attendance, time keeping and behaviour and the standards set out in the handbook and the HR Policy Manual

· Maintain and share with colleagues as appropriate, personal knowledge of all relevant inventory and warehousing processes, procedures and restrictions.

· Make sure you understand and adhere to any existing policy changes or any new policies.

5.  

Personal Development

· Complete annual appraisals in line with B&H standards with the Line Manager.

· Ensure all B&H and customer’s mandatory training is completed within the required time frames and refresher courses are completed prior to the expiry date.

· Highlight any areas or needs for training with line manager.

Key Performance Indicators (KPIs)

· Inventory record accuracy

· Timely processing of documentation

· Reduction in stock discrepancies

· Achievement of customer SLA’s

· Audit readiness and document completeness

· On-time dispatch documentation

Personal Attributes

This role needs to be underpinned by excellent customer service skills and an ability to multi-task under pressure. You will have excellent attention to detail and accuracy as well as possessing sound data entry and administration skills.

Key Skills and Attributes

· Basic understanding of warehouse and logistics processes

· Have working knowledge of IT, with the ability to use Microsoft Office, particularly proficient in Excel , bespoke company systems, including WMS / inventory systems.

· Strong communication skills both written and verbal.

· Strong organizational and time-management skills

· Be comfortable working in a fast-paced environment, self-motivated with the ability to meet defined deadlines.

· Have the ability to work pro-actively using own initiative.

· Previous experience dealing with varied customer base and building strong relationships.

· Ability to consider several possible options and decide on most appropriate method.

· Have the ability to follow processes and instructions and understand the impact of own actions.

Qualifications and Experience

· Previous experience in data input / entry as well as working in a warehouse / inventory environment, preferably gained in freight-forwarding / aerospace logistics environment.

· Diploma in Logistics, Business Administration, or related field

· 1–3 years’ experience in warehouse / logistics administration

· Familiarity with inventory control and documentation