WAREHOUSE EXECUTIVE

Job Purpose

The Warehouse Clerk is responsible for supporting the daily administrative and operational activities of the cross-dock warehouse. The role ensures that incoming and outgoing cargo is accurately recorded, properly documented, correctly labelled, and processed within the required operational timelines.

The Warehouse Clerk will work closely with warehouse operators, drivers, transport contractors, customer service personnel, and supervisors to maintain accurate cargo records and support the smooth movement of shipments through the warehouse.

Key Responsibilities

1. Cargo Receiving and Documentation

• Verify incoming cargo against delivery orders, cargo manifests, arrival notices, airway bills, and other supporting documents.
• Record cargo arrival time, quantity, weight, dimensions, condition, and other relevant shipment details.
• Ensure shipment numbers, airway bill numbers, customer references, and cargo labels are correctly captured.
• Check that cargo received matches the information stated in the relevant documentation.
• Immediately report any discrepancies, missing cargo, excess cargo, damaged cargo, incorrect labels, or documentation issues to the Warehouse Supervisor.
• Ensure damaged cargo is properly isolated, photographed, recorded, and escalated before release or further handling.

2. Cargo Release and Dispatch

• Verify cargo release documents before allowing cargo to be handed over to drivers, contractors, or customers.
• Confirm that the correct shipment, quantity, and cargo pieces are released.
• Ensure delivery orders, electronic delivery orders, permits, proof of delivery documents, and other required documents are complete.
• Coordinate with warehouse personnel to prepare cargo for collection, delivery, transfer, or onward connection.
• Record cargo collection and dispatch times accurately.
• Obtain drivers’ signatures, vehicle details, and other required acknowledgements.
• Ensure no cargo is released without proper authorisation.

3. Data Entry and System Updates

• Enter and update shipment information in warehouse systems, spreadsheets, customer portals, or internal tracking tools.
• Maintain accurate records of cargo received, stored, transferred, released, or pending action.
• Update shipment status promptly to ensure visibility for operations and customer service teams.
• Assist with the preparation of daily cargo movement reports, inventory reports, pending shipment lists, and operational summaries.
• Ensure all data entered is complete, accurate, and traceable.

4. Labelling and Cargo Identification

• Print and prepare cargo labels, shipment identification labels, handling labels, and customer-specific labels.
• Verify that labels are attached to the correct cargo.
• Ensure old, incorrect, or conflicting labels are removed or covered when authorised.
• Support cargo sorting according to customer, destination, airline, flight, delivery route, or operational requirement.
• Ensure special handling cargo is correctly identified and communicated to the warehouse team.

5. Cross-Dock Coordination

• Monitor cargo movement through the cross-dock warehouse to minimise unnecessary dwell time.
• Coordinate with warehouse operators to prioritise urgent, time-sensitive, temperature-sensitive, AOG, NFO, or same-day cargo.
• Inform supervisors of cargo that is approaching operational deadlines or remaining in the warehouse longer than expected.
• Assist in coordinating inbound retrieval, outbound transfer, delivery, collection, and terminal movements.
• Support the efficient allocation of staging areas and cargo holding locations.

6. Cargo Condition and Discrepancy Reporting

• Conduct basic visual checks of cargo packaging upon receipt and before release.
• Record visible damage, wet cargo, crushed cartons, broken pallets, loose wrapping, torn packaging, or other irregularities.
• Take clear photographs where required.
• Prepare or support cargo discrepancy reports, damage reports, survey requests, and incident records.
• Ensure damaged cargo is not released without the required approval, survey, acknowledgement, or documentation.

7. Filing and Record Control

• Maintain proper filing of airway bills, delivery orders, permits, proof of delivery documents, checklists, cargo photographs, and operational records.
• Ensure records are organised and readily available for audits, investigations, billing verification, customer enquiries, and claims.
• Follow document retention and confidentiality requirements.
• Assist with retrieving records during internal or external audits.

8. Safety, Security and Compliance

• Follow all warehouse safety, security, Free Trade Zone, aviation security, and company procedures.
• Comply with cargo handling instructions, restricted-area requirements, access control procedures, and customer-specific SOPs.
• Ensure unauthorised persons do not access cargo or operational documents.
• Report unsafe conditions, security concerns, cargo tampering, documentation irregularities, or operational breaches immediately.
• Participate in toolbox meetings, safety briefings, training sessions, and operational reviews.
• Maintain good housekeeping within the office, documentation counter, and warehouse work areas.

Key Performance Indicators

Performance may be measured against the following:

• Accuracy of cargo and shipment data.
• Accuracy of cargo receiving and release documentation.
• Number of documentation or data-entry errors.
• Timeliness of shipment status updates.
• Compliance with cargo release procedures.
• Proper escalation of cargo damage and discrepancies.
• Completeness of proof of delivery and operational records.
• Ability to support cross-dock turnaround requirements.
• Compliance with safety, security, and customer procedures.
• Attendance, punctuality, and teamwork.

Requirements

• Minimum GCE N-Level, O-Level, NITEC, Higher NITEC, or equivalent qualification.
• Previous experience in warehouse operations, logistics, airfreight, freight forwarding, transport, or cargo handling is preferred.
• Basic knowledge of airway bills, delivery orders, cargo labels, permits, and proof of delivery documentation is advantageous.
• Able to use Microsoft Excel, email, and basic warehouse or logistics systems.
• Able to read and communicate effectively in English.
• Strong attention to detail and accuracy.
• Able to work in a fast-paced and time-sensitive environment.
• Willing to perform rotating shifts, weekends, public holidays, or overtime when operationally required.
• Able to work within an airfreight warehouse and Free Trade Zone environment.
• Physically able to move around the warehouse and conduct cargo checks when required.

Key Competencies

• Attention to detail.
• Documentation accuracy.
• Operational discipline.
• Communication and coordination.
• Sense of urgency.
• Problem identification and escalation.
• Customer-service awareness.
• Teamwork and reliability.
• Safety and security awareness.
• Ability to work under pressure.

Working Conditions

• The role is based in a cross-dock airfreight warehouse environment.
• The employee may be exposed to warehouse noise, vehicle movements, loading activities, temperature changes, and time-critical operations.
• Personal protective equipment must be worn where required.
• Shift work may be required depending on operational needs.