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Key Responsibilities and Required Skills for Operations Clerk

💰 $ - $

OperationsClericalAdministrativeLogisticsInventory

🎯 Role Definition

An Operations Clerk is a detail-oriented, process-driven professional responsible for executing day-to-day operational tasks that keep logistics, inventory, and administrative workflows running smoothly. The role centers on accurate data entry, order processing, shipping and receiving, inventory control, documentation, and supporting cross-functional teams to meet service-level agreements (SLAs) and key performance indicators (KPIs). Strong proficiency with ERP systems, spreadsheets, and standard operating procedures (SOPs) is essential, as is the ability to prioritize high-volume tasks and communicate clearly with internal and external stakeholders.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Warehouse Associate / Picker-Packer
  • Administrative Assistant
  • Customer Service Representative

Advancement To:

  • Senior Operations Clerk / Lead Clerk
  • Inventory Analyst / Inventory Control Specialist
  • Logistics Coordinator
  • Shipping & Receiving Supervisor

Lateral Moves:

  • Procurement Assistant
  • Quality Control Inspector
  • Transport Planner

Core Responsibilities

Primary Functions

  • Accurately process inbound and outbound shipments, including scanning barcodes, generating packing lists, and preparing shipping documentation (bill of lading, commercial invoices, labels) to ensure timely carrier handoffs and compliance with carrier requirements.
  • Execute daily order processing: validate customer purchase orders, confirm inventory availability in the ERP, pick and pack items according to packing standards, and update order status to meet SLA targets.
  • Perform inventory cycle counts and full counts according to schedule, reconcile variances between physical counts and ERP records, research root causes of discrepancies, and initiate corrective inventory adjustments with documented justification.
  • Receive, inspect, and document incoming goods for accuracy and quality; record shortages, damages, and discrepancies in receiving logs and escalate issues to the Receiving Supervisor or Procurement as required.
  • Maintain accurate, up-to-date inventory records in ERP systems (SAP, Oracle, NetSuite, Microsoft Dynamics) and in warehouse management systems (WMS), ensuring SKU data, lot numbers, and serial numbers are recorded precisely.
  • Prepare and process returns (RMA): inspect returned merchandise, determine disposition (restock, return to vendor, scrap), and update systems to reflect inventory and financial impacts.
  • Coordinate carrier pickups and deliveries: schedule freight, generate shipping labels and manifests, obtain carrier proof-of-delivery (POD), and resolve routing issues or delayed shipments with logistics partners.
  • Monitor daily KPIs (order accuracy, pick rate, on-time shipping, inventory accuracy) and provide routine reports to operations managers to support continuous improvement efforts.
  • Reconcile shipping and receiving paperwork with system records; create variance reports and work with vendors, carriers, and internal teams to resolve mismatches and billing disputes.
  • Enter and maintain accurate transactional data including purchase receipts, transfer orders, adjustments, and shipments in spreadsheets and ERP, ensuring audit-ready documentation.
  • Perform order queue triage during peak periods: prioritize expedited, backorder, and high-value shipments while notifying stakeholders of delays or alternate fulfillment options.
  • Support cycle count program administration by preparing count sheets, coordinating count teams, and locking inventory locations during counts to prevent transactional conflicts.
  • Follow and enforce health, safety, and security procedures in the warehouse and loading docks, including forklift exclusion zones, personal protective equipment (PPE) compliance, and hazardous materials handling guidelines.
  • Prepare weekly and monthly operational reports for inventory turnover, obsolete stock, and aging inventory; recommend disposition or promotion strategies to reduce carrying costs.
  • Maintain office and operational supplies inventory; place replenishment orders and track deliveries to ensure uninterrupted business operations.
  • Assist accounts payable and procurement with invoice reconciliation for freight, carrier charges, and vendor credits related to shipping discrepancies and claims.
  • Initiate and track claims for lost or damaged freight with carriers and insurance providers; compile supporting documentation, photographs, and claim forms until resolution.
  • Implement and follow SOPs for special handling items (temperature-controlled, fragile, hazardous), ensuring compliance with regulatory and customer-specific requirements.
  • Facilitate cross-functional communication with sales, customer service, procurement, and finance to resolve order exceptions, backorders, and invoicing issues in a timely manner.
  • Train and mentor temporary staff or new hires on receiving, picking, packing, labeling, and documentation procedures to maintain high-quality standards during fluctuations in workload.
  • Maintain vendor and customer records, update contacts and delivery instructions, and ensure compliance with special shipment requirements (BUC codes, export documentation, restricted party screening).
  • Support continuous improvement initiatives by identifying operational bottlenecks, proposing process improvements (layout changes, batching rules, automation opportunities), and participating in kaizen events.
  • Conduct basic quality inspections at point of receipt and before shipment to flag defects, nonconforming items, or mislabeled SKUs for quality control intervention.
  • Schedule and coordinate internal stock transfers between locations, prepare transfer paperwork, and update ERP to reflect physical movement and ownership changes.
  • Ensure accurate labeling and bin location management by producing and applying shelf labels, updating location mappings, and performing periodic audits to prevent mis-picks.

Secondary Functions

  • Provide ad-hoc operational and inventory data analysis using Excel and ERP reporting tools to support decision making for procurement and inventory optimization.
  • Participate in cross-functional project teams to pilot WMS updates, barcoding upgrades, and process automation enhancements.
  • Assist customer service by responding to shipment status inquiries, tracking packages, and providing documentation supporting claims or invoices.
  • Contribute to the development, review, and revision of SOPs and training materials to reflect best practices and regulatory updates.
  • Support seasonal and promotional fulfillment activities including special packaging, kitting, and temporary surge staffing coordination.
  • Help maintain audit-ready records for internal and external audits, supporting documentation requests and implementing corrective actions as needed.
  • Coordinate with facilities and maintenance teams to report equipment malfunctions, dock issues, and storage constraints affecting operations.
  • Collaborate with procurement to ensure lead times and reorder points reflect actual operational realities and historical demand.
  • Assist with basic vendor on-boarding tasks such as gathering shipping preferences, labeling requirements, and carrier instructions.
  • Participate in safety committees and training sessions to contribute to continuous improvement of the workplace environment.

Required Skills & Competencies

Hard Skills (Technical)

  • Inventory management and control (cycle counts, reconciliation, stock adjustments, obsolete inventory management)
  • ERP proficiency (experience with SAP, Oracle NetSuite, Microsoft Dynamics, or similar systems)
  • Warehouse Management Systems (WMS) operation and transaction processing
  • Advanced Microsoft Excel (VLOOKUP/XLOOKUP, pivot tables, conditional formatting, data validation)
  • Shipping and receiving procedures (bill of lading, packing lists, freight manifests, carrier documentation)
  • Order processing and fulfillment workflows, including priority and backorder handling
  • Barcode scanning, label printing, and RFID basics
  • Basic accounting support skills (matching POs, receipts, invoices, freight reconciliation)
  • Knowledge of customs/export documentation and international shipping basics (commercial invoices, HTS codes, Incoterms) — where applicable
  • Claims processing for damaged or lost freight (documentation, carrier follow-up)
  • Quality inspection fundamentals (receiving checks, identifying nonconforming product)
  • Familiarity with safety and compliance standards (OSHA basics, hazardous materials labeling where relevant)
  • Data entry accuracy and audit trail maintenance

Soft Skills

  • Strong attention to detail with a track record of high data accuracy
  • Excellent organizational and time-management skills; able to prioritize competing tasks in high-volume environments
  • Clear and professional verbal and written communication across levels and functions
  • Problem-solving mindset with the ability to research root causes and implement corrective actions
  • Customer-focused attitude, responsive to internal and external stakeholder needs
  • Ability to work both independently and as part of a cross-functional operations team
  • Adaptability and resilience during peak seasons and process changes
  • Collaborative trainer and mentor with patience for on-the-floor coaching
  • Analytical curiosity to identify trends and suggest process improvements
  • Integrity and reliability; committed to maintaining confidential and audit-ready records

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED; strong clerical and numeracy skills necessary.

Preferred Education:

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

Relevant Fields of Study:

  • Logistics and Supply Chain
  • Business Administration
  • Industrial Technology
  • Accounting or Finance (basic)

Experience Requirements

Typical Experience Range:

  • 1–4 years of experience in warehouse operations, shipping & receiving, order processing, or administrative operations.

Preferred:

  • 2–5 years of hands-on experience with ERP/WMS systems, experience with inventory control programs, and familiarity with common shipping carriers and freight processes. Experience in a high-volume or e-commerce fulfillment environment is highly desirable.
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