Warehouse Administrator

Job description:

The Distribution Centre (DC) Administrator is responsible for coordinating inbound shipments, maintaining supplier communications, processing retail and direct orders, and ensuring all operational documentation meets compliance requirements. The role supports the efficient flow of goods through the Distribution Centre by managing delivery bookings, tracking inbound shipments, maintaining accurate records, and ensuring adherence to company and customer standards.

Key Responsibilities

Supplier Documentation Management

Request packing lists, commercial invoices, and compliance documentation from suppliers prior to shipment dispatch

Review and validate documentation to ensure accuracy of SKU information, quantities, carton details, and product classifications

Maintain accurate electronic filing of all supplier documentation within shared company systems, organised by supplier, purchase order, and delivery date

Ensure all documentation is complete and available before goods arrive at the Distribution Centre

Inbound Deliveries & Booking Administration

Coordinate delivery slot bookings with warehouse operations in advance

Confirm delivery requests with suppliers and issue booking references

Update ERP system and inbound shipment tracker with delivery schedules, ETAs, and booking information

Monitor booking confirmations and investigate delayed or unconfirmed deliveries

Escalate potential service disruptions to management where appropriate

Third-Party Logistics (3PL) & Carrier Coordination

Provide pre-alert notifications to logistics providers, including carton manifests, ETAs, purchase order references, and supporting documentation

Track inbound shipment progress and proactively obtain updates on delayed deliveries

Ensure logistics partners receive all mandatory shipping, import, and export documentation

Monitor service level agreement (SLA) performance and escalate recurring operational issues

Act as a key liaison between suppliers, carriers, and warehouse teams to ensure effective communication

Retail & Direct Order Administration

Process customer orders in line with retailer and business-specific requirements

Verify order details, including SKU information, quantities, pack sizes, and pallet configurations

Manage order amendments, cancellations, and customer requests in a timely manner

Support the accurate and efficient fulfilment of orders through effective administration

Compliance & Documentation Control

Validate product labelling, barcode information, carton markings, and shipping documentation against company and customer standards

Identify and escalate non-compliant deliveries or documentation issues to the Inventory Manager

Maintain audit-ready compliance records for suppliers, customers, and inbound shipments

Ensure all operational documentation complies with internal procedures and regulatory requirements

Support internal and external audits as required

Skills & Experience

Essential

Previous experience in a warehouse, distribution centre, logistics, or supply chain administration role

Strong administrative and organisational skills

Experience using ERP, WMS, or MRP systems

Proficiency in Microsoft Office, particularly Excel

Excellent attention to detail and data accuracy

Strong communication and stakeholder management skills

Ability to prioritise workload in a fast-paced operational environment

Desirable

Experience working with third-party logistics providers (3PLs)

Knowledge of import/export documentation and supply chain compliance requirements

Experience within retail, beauty, or e-commerce distribution environments

Understanding of inventory control processes and warehouse operations

Experience using Navision, LEA REPLY WMS

Key Competencies

Attention to Detail

Planning and Organisation

Communication Skills

Problem Solving

Customer Focus

Accountability

Teamwork & Collaboration

Continuous Improvement

If interested, please apply through CV Library with your CV
Only candidates based in UK and eligible to work in UK are allowed