Warehouse Administrator

Job Title                                            Warehouse Administrator

Reporting To                                      Warehouse Supervisor

Location                                             Clayville, Johannesburg

ABOUT UPL:

UPL is focused on emerging as a premier global provider of total crop solutions designed to secure the world’s long-term food supply. Winning farmer's hearts across the globe, while leading the way with innovative products and services that make agriculture sustainable, UPL is the fastest-growing company in the industry. Our successes in the field add up to powerful financials. UPL delivers results from protecting crops that translate into attractive investor value. Based on the recognition that humankind is one community, UPL’s overarching commitment is to improve areas of its presence, workplace, and customer engagement.

 Our purpose is ‘OpenAg’. An agriculture network that feeds sustainable growth for all. No limits, no borders.

We are one team, for maximum impact. One team with shared goals. We have a laser-like focus on what our customers need and want, on anticipating their future needs, and on how we can create innovative solutions and experiences for them. We think outside the box and go beyond our comfort zone. We believe in agility, we mix the power of speed, with structure from process. And wherever we can, we always believe in having fun

Position Summary

The Warehouse Administrator is responsible for managing and streamlining warehouse documentation, batch recording, and SAP processes to ensure operational accuracy and efficiency. This role focuses on enabling smooth stock movements, maintaining inventory alignment, and adhering to FEFO principles and safety standards. Acting as the critical link between warehouse operations, transport, and other departments, the Warehouse Administrator ensures seamless workflows and supports optimal inventory and order accuracy.

Key Responsibilities

Stock Transfers (Outgoing)

• Generate and issue picking slips.
• Process stock transfers in SAP and validate daily transaction reports.
• Receive and validate Loading Control Sheets (LCS) from supervisors.
• Attach Material Safety Data Sheets (MSDS) and Tremcard for outgoing stock.
• Email scanned transfer records to finance and relevant stakeholders.
• Outcome: Zero transfer errors with accurate and complete documentation.

Stock Transfers (Incoming)

• Validate delivery notes from the warehouse or toll manufacturers.
• Process Works Orders in SAP for proper stock allocation.
• Conduct bin transfers and validate transactions using SAP reports.
• Communicate stock receipt completion with internal stakeholders.

Stock and Inventory Management

• Participate in month-end and periodic stock counts, ensuring documentation and adjustments are completed.
• Conduct regular cycle counts to maintain inventory accuracy.
• Clear Goods in Transit (GIT) bins daily to prevent bottlenecks.

Transport and Distribution Allocation

• Request and allocate daily transport plans with 3PL providers to service customers (OTIF)
• Reconcile transport administration POs weekly for monthly submission.

Sales Order and OTIF Management

• Act as the liaison between the warehouse team and the commercial team for sales orders.
• Oversee the credit note process with the commercial team.
• Manage the On-Time In Full (OTIF) process, ensuring SAP reflects accurate delivery and collection dates.

General Assistance and Compliance

• Support the warehouse team during peak periods with order preparations.
• Enforce adherence to FEFO and 5S principles.
• Maintain regulatory compliance for hazardous agrochemical storage.

Responsibility Weightage and % of Time Spent Matrix

Strategic:                                                         Tactical 80% and Strategic 20%

Number of Direct Reports:                          0

Number of Indirect Reports:                      6

Internal Stakeholders

Warehouse Staff:

• Direct supervision and training.

Warehouse Manager:

• Operational reporting and updates.

Quality Assurance Team:

• Collaboration on product quality and regulatory standards.

Safety and Compliance Officer:

• Coordination for audits and compliance measures.

IT Support (SAP/WMS Team):

• Troubleshooting and system upgrades.

Production Team:

• Alignment on inventory requirements.

External Stakeholders

Third-Party Logistics Providers:

• Coordination of deliveries, service levels, and operational support.

Regulatory Authorities:

• Ensuring compliance with safety, Hazchem, and workplace regulations.

Vendors and Suppliers:

• Managing discrepancies and incoming goods documentation.

Maintenance Service Providers:

• Equipment repair and upkeep.

Skills & Qualifications

Skills

Experience:

• Minimum 3–5 years of experience in warehouse operations, including leadership roles.
• Proficient in Warehouse Management Systems (WMS) and enterprise resource planning (ERP) software (e.g., SAP, Oracle).
• Experience in managing teams and training warehouse staff.
• Strong background in inventory management and operational planning.

Technical Skills:

• Advanced knowledge of warehouse operations, inventory control, and material handling equipment (MHE).
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Strong analytical and problem-solving skills.

Other Requirements:

• Knowledge of health and safety regulations in a warehouse environment.
• Flexibility to work shifts, weekends, or extended hours when needed.

Inventory Management Skills

• Strong understanding of inventory control principles, including FIFO and FEFO.
• Ability to reconcile discrepancies and identify root causes.
• Experience with cycle counting methodologies and procedures.

Analytical and Problem-Solving Skills

• Ability to analyse inventory data and identify patterns or issues.
• Strong troubleshooting skills to resolve discrepancies effectively.

Attention to Detail

• High level of accuracy in counting, recording, and updating inventory data.
• Meticulousness in verifying stock quantities and item specifications.

Communication Skills

• Clear and concise verbal and written communication.
• Ability to collaborate effectively with warehouse teams, supervisors, and other stakeholders.

Time Management Skills

• Efficiency in completing tasks within designated timeframes.
• Ability to manage time effectively for daily warehouse activities.

Knowledge of Safety and Compliance

• Familiarity with safety procedures in a warehouse environment.
• Awareness of regulatory requirements related to inventory handling.

Qualifications

1. Educational Background

• Grade 12 / Matric

• Diploma or degree in Supply Chain Management, Logistics, Business Administration, or related field.

2. Knowledge of Warehouse Procedures

• Familiarity with receiving processes, labelling, and documentation.
• Basic knowledge of logistics and supply chain processes.

3. Regulatory Compliance

• Understanding of local regulations regarding warehouse operations, hazardous materials, and workplace safety.

4. Additional Requirements

• Ability to work flexible hours, including shifts, and overtime if required.
• A valid driver’s license may be necessary for some roles.

UPL Key Competencies:

• Leadership and Management: Ability to lead, motivate, and develop warehouse staff.
• Attention to Detail: Accuracy in inventory, documentation, and operational processes.
• Safety Awareness: Prioritization of health, safety, and compliance.
• Customer Service Orientation: Ensuring order accuracy and timely delivery.
• Conflict Resolution: Handling disputes and maintaining team cohesion.
• Operational Efficiency: Continuously improving processes and reducing waste.
• Organized and disciplined.
• Proactive and solutions oriented.
• Composed under pressure and patient with team members.
• Strong sense of accountability and adaptability.
• Able to multitask effectively and prioritize tasks