Administrator Warehouse

Job Purpose Administer the central FM warehouse and support site stores by controlling the receipt, storage, issue and return of spare parts, consumables and other materials. Maintain accurate inventory and Oracle records, coordinate replenishment, and ensure materials are available for FM operations while protecting stock from loss, damage and expiry. Roles, Responsibilities, Duties Key responsibilities • Check deliveries against purchase orders, delivery notes and invoices before accepting materials. Verify quantities, descriptions, brands, part numbers, labels, packaging, condition and expiry dates, and obtain manuals or manufacturer documents where applicable. • Refer technical or specification queries to the requestor before acceptance. Record shortages, damage and nonconformities; segregate rejected items and prepare Material Rejection Forms for Procurement follow-up. • Record accepted quantities and receiving transactions in Oracle, retain acknowledged delivery documents, and forward supporting invoices to Finance in line with the approved process. • Maintain accurate item records, stock locations, on-hand balances and transaction documentation. Update Oracle whenever goods are received, issued, transferred or returned, with appropriate site or project references. • Issue materials against authorized Oracle move orders, using approved manual store issue vouchers during system outages and updating the system once restored. Follow FIFO and monitor expiry dates to minimize waste. • Coordinate dispatch and collection with requestors, site teams and Logistics. Share daily receipt updates with relevant requestors and maintain traceability of material movements. • Monitor stock levels and maintain the fast-moving items list and agreed reorder levels. Raise Oracle purchase requisitions when reorder levels are reached and coordinate delivery follow-up with Procurement and Operations. • Support quarterly stock checks and any additional authorized counts. Compare physical and system balances, investigate discrepancies and submit findings for review and approved correction. • Keep materials clearly identified and stored to prevent damage, deterioration and contamination. Maintain suitable storage conditions, secure stacking, clear walkways and good housekeeping. • Maintain accessible safety data sheets and ensure chemicals and hazardous goods are labelled and stored in designated approved areas in accordance with handling and storage requirements. Escalate unsafe conditions to the line manager and QHSE. • Inspect shelf-life items monthly and maintain updated expiry lists. Segregate expired, damaged or nonconforming stock and submit it for management review; process disposal and stock adjustments only after the required approvals. • Receive and document end-user returns, verify condition with the relevant teams and prepare warehouse return or rejection forms. Coordinate supplier returns through Procurement and update inventory following the approved transaction process. • Maintain complete, retrievable records of receipts, issues, transfers, returns, stock counts and approved adjustments. Provide stock availability, movement, expiry and discrepancy reports to management. Qualification: Qualifications, Experience, Knowledge, Skills, and Personal Attributes Graduate in any discipline Experience and Competencies: • Diploma in logistics, supply chain, business administration or a related discipline; a relevant degree is an advantage. • At least 8 years of relevant warehouse, stores or inventory administration experience, preferably supporting FM, maintenance, MEP or technical operations. • Practical experience with Oracle inventory transactions or a comparable ERP system, and proficiency in Excel and inventory reporting. • Understanding of spare parts and consumables, purchase and delivery documentation, stock counts, FIFO, expiry control and safe chemical storage. Show more Show less

Diploma in logistics, supply chain, business administration or a related discipline; a relevant degree is an advantage. At least 8 years of relevant warehouse, stores or inventory administration experience, preferably supporting FM, maintenance, MEP or technical operations. Practical experience with Oracle inventory transactions or a comparable ERP system, and proficiency in Excel and inventory reporting. Understanding of spare parts and consumables, purchase and delivery documentation, stock counts, FIFO, expiry control and safe chemical storage.

Check deliveries against purchase orders, delivery notes and invoices before accepting materials. Verify quantities, descriptions, brands, part numbers, labels, packaging, condition and expiry dates, and obtain manuals or manufacturer documents where applicable. Refer technical or specification queries to the requestor before acceptance. Record shortages, damage and nonconformities; segregate rejected items and prepare Material Rejection Forms for Procurement follow-up. Record accepted quantities and receiving transactions in Oracle, retain acknowledged delivery documents, and forward supporting invoices to Finance in line with the approved process. Maintain accurate item records, stock locations, on-hand balances and transaction documentation. Update Oracle whenever goods are received, issued, transferred or returned, with appropriate site or project references. Issue materials against authorized Oracle move orders, using approved manual store issue vouchers during system outages and updating the system once restored. Follow FIFO and monitor expiry dates to minimize waste. Coordinate dispatch and collection with requestors, site teams and Logistics. Share daily receipt updates with relevant requestors and maintain traceability of material movements. Monitor stock levels and maintain the fast-moving items list and agreed reorder levels. Raise Oracle purchase requisitions when reorder levels are reached and coordinate delivery follow-up with Procurement and Operations. Support quarterly stock checks and any additional authorized counts. Compare physical and system balances, investigate discrepancies and submit findings for review and approved correction. Keep materials clearly identified and stored to prevent damage, deterioration and contamination. Maintain suitable storage conditions, secure stacking, clear walkways and good housekeeping. Maintain accessible safety data sheets and ensure chemicals and hazardous goods are labelled and stored in designated approved areas in accordance with handling and storage requirements. Escalate unsafe conditions to the line manager and QHSE. Inspect shelf-life items monthly and maintain updated expiry lists. Segregate expired, damaged or nonconforming stock and submit it for management review; process disposal and stock adjustments only after the required approvals. Receive and document end-user returns, verify condition with the relevant teams and prepare warehouse return or rejection forms. Coordinate supplier returns through Procurement and update inventory following the approved transaction process. Maintain complete, retrievable records of receipts, issues, transfers, returns, stock counts and approved adjustments. Provide stock availability, movement, expiry and discrepancy reports to management.