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Key Responsibilities and Required Skills for Warehouse Specialist

💰 $ - $

OperationsLogisticsWarehouseSupply Chain

🎯 Role Definition

A Warehouse Specialist is a hands-on operations professional responsible for accurate receiving, storing, picking, packing, staging and shipping of goods while maintaining safety, inventory accuracy and efficient warehouse flow. This role relies on warehouse management systems (WMS), RF/barcode technologies and standard operating procedures to meet on-time fulfillment, support inventory control activities (cycle counts, reconciliations) and collaborate with carriers, procurement and operations teams to resolve discrepancies and optimize throughput.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Warehouse Associate / Material Handler
  • Forklift Operator / Dock Worker
  • Shipping & Receiving Clerk

Advancement To:

  • Lead Warehouse Specialist / Team Lead
  • Inventory Control Supervisor
  • Logistics Coordinator / Shipping Supervisor
  • Warehouse Operations Manager

Lateral Moves:

  • Quality Control Inspector
  • Returns & Reverse Logistics Coordinator
  • Distribution Center Scheduler

Core Responsibilities

Primary Functions

  • Receive, inspect and verify incoming shipments against purchase orders and packing slips; document shortages, damages and discrepancies in the WMS and escalate issues to procurement or vendor management for resolution.
  • Accurately pick and pack customer orders using established picking methods (wave, batch, zone) and ensure package integrity, correct labeling (BOLs, shipping labels) and carrier compliance for on-time shipments.
  • Operate powered industrial equipment (forklifts, pallet jacks, reach trucks) safely and efficiently to load/unload trucks, move product to staging areas and organize storage locations following FIFO/LIFO and slotting strategies.
  • Perform scheduled and cycle counts, reconcile inventory variances, adjust WMS records, and work with inventory control to investigate root causes of shrinkage, mis-picks and stockouts.
  • Stage, palletize and secure outbound loads to carrier specifications, prepare shipping documentation (bills of lading, manifests), and coordinate carrier appointments and verification processes at the dock.
  • Execute returns processing and reverse logistics activities: inspect returned product, process RMAs, restock sellable items, quarantine damaged goods and provide findings to quality assurance.
  • Use RF scanners, barcode readers and WMS mobile devices to scan receipts, locations and orders to ensure traceability and maintain real-time inventory accuracy across the facility.
  • Maintain compliance with OSHA, DOT and company safety procedures by enforcing PPE use, conducting pre-shift safety checks, and participating in safety meetings and incident investigations.
  • Conduct quality inspections for incoming and outgoing product to ensure items meet company specifications and report defects or non-conformances to QA and purchasing.
  • Support cross-docking operations to minimize handling time and accelerate inbound-to-outbound product flow for high-turn SKUs.
  • Load and unload trailers, verify carrier seals, count pallets and document temperature-sensitive shipments per company and regulatory guidelines.
  • Prepare and maintain accurate documentation for hazardous materials and regulated products, ensuring correct labeling, segregation and placarding in accordance with HAZMAT and local regulations.
  • Maintain clean, organized and accessible warehouse zones; implement 5S principles and continuous improvement suggestions to optimize space utilization and material flow.
  • Record and report key performance indicators (KPIs) such as picks per hour, order accuracy, on-time shipments and dock-to-stock cycle time; suggest operational improvements based on data.
  • Train new team members on standard operating procedures, equipment operation, safety compliance and productivity best practices; provide ongoing coaching and performance feedback.
  • Execute kitting and assembly operations for multi-piece orders, ensuring complete kits, accurate part counts and proper documentation before staging for shipment.
  • Coordinate with transportation providers and internal stakeholders to prioritize shipments, manage expedited orders and resolve delivery exceptions or carrier disputes.
  • Assist with demand surge activities during peak seasons, including overtime coordination, temporary labor supervision and expedited fulfillment processes to meet customer SLAs.
  • Implement theft prevention and loss control measures such as access controls, cycle count frequency increases and rigorous inbound/outbound validation procedures.
  • Participate in internal and third-party audits, provide supporting documentation, and implement corrective action plans to address audit findings and maintain compliance certifications.
  • Troubleshoot common material handling equipment issues, perform basic preventive maintenance and coordinate repairs with maintenance teams to minimize downtime.
  • Support product slotting and SKU rationalization projects by providing on-the-floor feedback about pick patterns, velocity and storage ergonomics.

Secondary Functions

  • Provide ad-hoc reporting on warehouse metrics and contribute operational insights to continuous improvement initiatives.
  • Participate in cross-functional projects (ERP/WMS upgrades, process standardization, layout redesign) to ensure the warehouse perspective is incorporated into change plans.
  • Assist procurement and customer service teams by investigating shipment discrepancies, providing documentation and recommending resolution paths.
  • Help develop and update training materials, SOPs and safety protocols based on observed operational gaps and regulatory changes.
  • Support inventory forecasting discussions by providing historical pick/ship data and seasonality observations to planners.
  • Coordinate with IT and operations teams to test and validate barcode labels, RF device configurations and WMS workflows before rollouts.
  • Mentor peers on efficient use of warehouse technology (WMS transactions, handheld scanners) and report recurring system issues for escalation.

Required Skills & Competencies

Hard Skills (Technical)

  • Warehouse Management Systems (WMS) operation and transaction processing (e.g., Oracle WMS, Manhattan, SAP EWM, Blue Yonder)
  • RF barcode scanning and mobile device workflows for receiving, picking, cycle count and shipping
  • Forklift and powered industrial truck operation and certification (counterbalance, reach, pallet jack)
  • Inventory control techniques: cycle counting, reconciliation, slotting, FIFO/LIFO
  • Shipping and receiving documentation: bills of lading (BOL), packing slips, manifests, RMA processing
  • Order fulfillment methods: batch, wave, zone picking and packing optimization
  • Basic MS Excel skills for reporting and KPI tracking (pivot tables, VLOOKUP/XLOOKUP, basic formulas)
  • Knowledge of OSHA, DOT and HAZMAT regulations and compliance procedures
  • Packaging, labeling standards and carrier requirements (UPS, FedEx, LTL, TL)
  • Basic preventive maintenance and troubleshooting for material handling equipment

Soft Skills

  • Strong attention to detail and accuracy under high-volume conditions
  • Effective verbal and written communication with cross-functional teams and carriers
  • Problem solving and root cause analysis skills for inventory discrepancies and shipping exceptions
  • Time management and ability to prioritize tasks in a fast-paced environment
  • Teamwork, coaching and frontline leadership capability
  • Adaptability to changing priorities, seasonal peaks and process updates
  • Customer-focused mindset with commitment to on-time, accurate deliveries
  • Initiative to suggest process improvements and continuous improvement mindset
  • Dependability and strong work ethic with a focus on safety-first behaviors
  • Conflict resolution skills when coordinating with carriers, vendors and internal teams

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED (or equivalent work experience in warehouse operations).

Preferred Education:

  • Associate degree or certificate in Supply Chain Management, Logistics, Business Administration or Operations Management.

Relevant Fields of Study:

  • Supply Chain Management
  • Logistics and Transportation
  • Industrial Technology / Operations Management
  • Business Administration

Experience Requirements

Typical Experience Range:

  • 1–5 years of hands-on warehouse or distribution center experience; entry-level candidates with strong practical skills and certifications considered.

Preferred:

  • 2–5+ years of experience in warehouse operations with demonstrated proficiency in WMS, forklift operation, cycle counting and shipping/receiving workflows. Experience in high-volume e-commerce or 3PL environments, and prior supervisory exposure is a plus. Certifications such as OSHA 10, forklift license and HAZMAT/TDG training are highly desirable.
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