Warehouse - Warehouse Administrator

Warehouse Administrator

Department

Warehouse

Reports directly to

VIC Warehouse and Distribution Manager

Number of reporting relationships

1

Employing entity

Capital Transport and Logistics Group Pty Ltd

authority to act

This position must act within written group policies, procedures and operations manuals. All decisions outside these parameters must be approved by your direct manager.

Number of staff reporting directly to this position

0

Number of staff reporting indirectly to this position

3

Critical relationships (internal)

National Warehouse and Distribution Manager
Capital Logistics Warehouse Supervisor
Capital Logistics Warehouse Team Leader
Capital Logistics Warehouse Team
Capital Transport Operations Staff
Capital Logistics Finance and Administration Team
Capital Group Sales & Account Management Team
National Human Resources Department
National Work Health and Safety Department

Critical relationships (EXternal)

Existing clients
Existing sub-contractors
Outside hire suppliers
Casual labour hire
Transport providers

Position Summary
As the Warehouse Administrator you will report directly to the National Warehouse and Distribution Manager. You will play a central role within the Warehouse Department providing excellent administrative and operational support to the Warehouse team and our clients. In addition to your administrative duties, you may be required to assist with any other warehouse function during periods of high demand.
You must ensure that client details, pricing, product, movements and all associated weights, dimensions and stock characteristics are entered accurately and updated in the Warehouse Management System (“WMS”). You must also organise the transport of client freight around the country by way of our own transport service, as well as that of our intra and interstate transport suppliers. The role also requires spreadsheet generation of local transport charges through the local booking system. Charges must be integrated into the WMS to then be entered into a report for submission.

1. Key Responsibilities

Provide the Warehouses with a full range of administrative and operational support, as instructed by your Manager. This can include but is not limited to day-to-day administration, invoicing, management of the Warehouse Management System and completing client specific processes or reporting requirements.
Ensure that all customer orders are reviewed for accuracy and actioned in line with company guidelines. You are responsible for making sure that all customer orders are affected, and customers are contacted where required to seek further information or make alternative arrangements.
Be the central point of communication from Capital Logistics to the Warehousing customers
Ensure that all people on site, adhere to the Company policies and comply with current legislation, in relation to Workplace Health and Safety and any other legislation that may cover activity performed at Capital Logistics
Identify and report on any and all incidents, accidents or near misses to the Warehouse Manager immediately
Foster and support a collaborative working environment through clear, concise and effective communication with all stakeholders, including but not limited to sub-contractors, staff, visitors, customers and Management and all written and verbal communications is always professional and courteous
Follow any and all direction provided to you by the Warehouse Manager and perform all reasonable tasks requested of you by the Warehouse Manager, and attend all meetings that are requested to attend
Attend and participate in all one-on-one meetings with the Warehouse Manager
Assist and complete to the best of your ability all required administrative tasks as requested by the Warehouse Manager
Ensure that you utilise all work time for work associated tasks and limit personal activity and use of mobile phones whilst at work
Ensure that all systems and platforms that are used by the Warehouse Department are operating accurately. You must lodge tickets with the IT Department, or respective software vendor, where there are deficiencies or errors.
Cooperate with the Capital Group in relation to activities undertaken to comply with WH&S and National Heavy Vehicle legislation;
Undertake all relevant training to carry out your responsibilities in line with CG’s policies and procedures and legislative requirements;
Tickets/Clients requests are to be responded to in a timely manner as directed by the Warehouse and Distribution manager or in line with Capital Group Expectations

Perform their roles effectively to manage Chain of Responsibility (COR) risks, and ensure their actions or inactions do not cause or contribute to road safety breaches, specifically with regards to:

Load Restraint;
Mass and Dimension;
Fatigue;
Speed; and
Vehicle Standards.

Ensure that any potential or actual breaches of CG policies and procedures are reported immediately to your Manager;Take reasonable care for their own health and safety and the health and safety of other people who may be affected by their conduct in the workplace; andNot wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare.

1.1 Tasks
Ensure all customer orders are processed before 10.00am each day to determine the day’s picking requirements. All expected outcomes must be determined in consultation with the Warehouse Supervisor and relayed to the Warehouse Manager daily and when outcomes changeManage the end-to-end administration and communication stream of all warehouse functions and report accordinglyEnsure a safe working environment within the warehouses by:

Review Materials Handling Equipment (MHE) safety checks daily. You must escalate any defects to MHE to your manager without delay, ensuring that the equipment is not used by any persons if it is not fit for purpose;
Ensure that the office area is clean and tidy and all files as properly filed.
Escalating all incidents and near misses to the relevant stakeholders including but not limited to your Manager and the National Work Health and Safety Manager as they occur and assisting with the investigation where required.

Ensure all client specific procedures are updated, maintained, adhered to and completed accurately and within the agreed timeframes. Prepare the warehouse invoicing providing a full breakdown of the charges for each client. Review billing details by transaction and correct any errors by 2:00pm every Tuesday. Ensure all storage, handling and fuel charges have been entered into the Warehouse Management System (“WMS”), and audit all client charges against contract rates to ensure 100% invoice accuracyReview all client transport charges generated from the warehouse and apply the correct fuel surcharge to each accountAssist clients with any queries they have regarding deliveries or stored goods. It is expected that you respond to client queries within 24 hours of receipt. Where you are unable to rectify the issue within this timeframe you must contact the client to confirm receipt of the query and the anticipated completion date.Assist the Warehouse Manager and Warehouse Operations Supervisor with investigations in any lost or damages goods, as required. You may be required to communicate an investigation outcome to the client.Manage and co-ordinate, in conjunction with the Warehouse leadership team, the use of outside labour as required, ensuring cost efficiencies, whilst maintaining adequate resourcesBook transport for warehouse clients as required, using the clients preferred supplier or Capital Logistics suppliers ensuring all relevant reporting and administration tasks are completed with this task. You must provide relevant and accurate information to the Capital Logistics staff for all bookings that have client specific transport requirements

Ensure same day orders received from clients are processed according to customer expectations and despatched the same day or as advised by your Manager and as per the prior communication/agreement with the customer.

Assist the Warehouse Manager with recording and checking invoices from outside labour hire suppliers and machinery hireAudit invoices to Capital Logistics from overflow warehouses, ensuring accuracy in stock levels and chargesReorder stock as instructed/requested by the Warehouse Supervisor, Warehouse Team Leader and Warehouse Manager from time to time. Investigate any picking quantity discrepancies escalated to youManage specific projects assigned by the Warehouse Manager ensuring that they are completed within the agreed timeframesEnsure that the Capital Logistics Traffic Management Plan is adhered to at all times and by all parties on site (pedestrians, drivers and other team membersBe proactive in identifying any risks or hazards associated with any equipment, premises or activity within the Capital Logistics operation and raise these with your Warehouse Supervisor as soon as is reasonably practicableUndertake all required housekeeping duties Ensure all the required PPE is worn at all times, and by all parties whilst on siteFollow any or all direction provided to you by the Warehouse Manager Manage specific projects assigned by the Warehouse Manager, ensuring that they are completed within the agreed timeframesDuring busy periods, you may be required to assist with operational functions of the warehouse including but not limited to receiving and despatching deliveriesMaintain the WMS at a minimum of 99% accuracyEnsure that the WMS is updated with accurate client pricing, amounts of product in/out and that all stock movements are audited against client requestsEnsure that all clients goods entering and being despatched from the warehouse have been entered into the WMS accurately, ensuring all associated weights, dimensions and stock characteristics are accurate, and that the corresponding paperwork has been signed and filed Ensure all chargeable components of a client’s order are entered into the WMS in accordance with the information supplied by the order picker/RF gun.Ensure any adjustment forms received from either the Warehouse Operations Supervisor, Warehouse Team Leader or Warehouse Store Person are entered accurately into the WMSLiaise with software support to solve any issues in relation to the WMSUpdate the WMS on a weekly basis regarding the inwards and outwards movements of stock at overflow warehouses

2. Occupational Health and Safety (OH&S) Responsibilities
All staff are responsible for the following safe work procedures and instructions:
2.1 Employees must

Cooperate with the Capital Group in relation to activities taken by the group to comply with OH&S legislation.
Comply with the OH&S policy
Adopt work practices that support OH&S programs
Take reasonable care for their own health and safety and the health and safety of other people who may be affected by their conduct in the workplace
Ensure that any hazardous conditions, near misses and injuries are reported immediately to their Manager
Participate in meetings, training and other environment, health and safety activities as directed by their Manager
Not wilfully place at risk the health or safety of any person in the workplace
Not wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare

2.2 Supervisors are responsible for:

Developing new work procedures, as required, in conjunction with relevant persons
Providing all staff with relevant OH&S information in an appropriate manner
Providing personal protective equipment and clothing if hazards cannot be fully eliminated
Providing adequate supervision through technical guidance and support
Identifying and controlling hazardous conditions
Providing appropriate facilities for safe storage, handling and transport of hazardous substances
Ensuring that all accidents and incidents are reported

2.3 Managers and Section Heads are responsible for:

Maintaining compliance with all OH&S policies and procedures by regular performance review
Conducting regular inspections to identify risk/aspects, implementing corrective action and arranging monitoring where required
Ensuring that all staff, including sub-contractors under local control, are appropriately inducted
Providing relevant OH&S information and ensuring appropriate training;
Identifying health monitoring needs, in consultation with the Occupational Rehabilitation specialists
Maintaining appropriate records
Investigating all reported incidents and reporting to department heads all action taken to prevent a similar occurrence