Key Responsibilities and Required Skills for Warehouse Stock Assistant

🎯 Role Definition

The Warehouse Stock Assistant is responsible for accurate inventory control, efficient stock handling, and supporting day-to-day warehouse operations to ensure on-time order fulfillment and minimal stock discrepancies. This role uses warehouse management systems (WMS), RF scanners, and ERP tools to manage inbound and outbound stock, perform cycle counts and physical inventories, and collaborate with purchasing, operations, and logistics teams to maintain inventory accuracy and operational safety.

📈 Career Progression

Typical Career Path

Entry Point From:

Warehouse Operative / Warehouse Associate
Shipping & Receiving Clerk
Retail Stock Clerk

Advancement To:

Inventory Control Specialist / Stock Controller
Warehouse Supervisor / Team Lead
Inventory Manager / Logistics Coordinator

Lateral Moves:

Shipping & Receiving Coordinator
Quality Control Inspector
Materials Handler / Forklift Operator

Core Responsibilities

Primary Functions

Execute daily inbound receiving processes by unloading, inspecting, and verifying incoming shipments against purchase orders and packing lists in the warehouse management system (WMS) to ensure accurate inventory records.
Accurately pick, pack, and stage customer orders using RF barcode scanners and WMS-directed workflows, ensuring correct SKU selection, quantities, and proper packaging to minimize returns and damages.
Conduct scheduled cycle counts and ad-hoc spot checks, reconcile variances between physical inventory and system records, investigate root causes, and implement corrective actions to improve inventory accuracy.
Perform full physical inventory counts during periodic inventory shutdowns, coordinate count teams, reconcile discrepancies with ERP systems, and prepare detailed inventory reports for management and auditors.
Label, tag, and store received products using designated bin locations and pallet labeling standards (including lot and serial number tracking) to maintain traceability and support first-in, first-out (FIFO) stock rotation.
Operate material handling equipment such as forklifts, pallet jacks, and hand trucks (when certified) to move pallets and large items safely and efficiently within the warehouse.
Prepare and verify outbound shipping documentation (bills of lading, packing lists, commercial invoices) and coordinate with carriers to schedule pickups, ensuring on-time shipments and accurate carrier manifests.
Replenish pick-face and forward pick locations from bulk storage by monitoring min/max par levels and performing timely restocking to maintain uninterrupted order fulfillment.
Monitor inventory KPIs (inventory accuracy, order fill rate, on-time shipments, shrinkage) and provide regular updates to supervisors, highlighting trends and suggested process improvements.
Inspect incoming and stored products for damage, contamination, or non-conformance; quarantine defective goods, document findings, and initiate return-to-vendor (RTV) or scrap procedures as required.
Execute returns processing and reverse logistics tasks, including inspecting returned items, restocking saleable goods, updating WMS/ERP records, and coordinating with customer service for credit or replacement processing.
Maintain accurate lot, batch, and serial number records to support traceability, expiration date control, and regulatory compliance for perishable or serialized inventory.
Collaborate with purchasing and production planners to provide inventory status, lead-time updates, and short/overstock alerts that support replenishment decisions and reduce stockouts.
Implement and maintain FIFO/LIFO rotation procedures as defined by product requirements and company policies, ensuring proper stock rotation for perishables and expiration-sensitive goods.
Support cycle count scheduling and continuous inventory improvement programs by training temporary or new staff on count procedures and best practices for counting accuracy.
Record and report warehouse incidents, near-misses, and safety hazards; follow up on corrective actions to ensure compliance with OSHA and company safety standards.
Update physical and system inventory records after stock movements, adjustments, and reconciliations, ensuring ERP/WMS data integrity and audit readiness.
Assist with inventory audits—internal or third-party—by preparing documentation, supplying count lists, explaining variances, and participating in audit reconciliations.
Use Excel and WMS/ERP reporting tools to prepare inventory analytics, variance trend reports, and ad-hoc data extracts to support continuous improvement and management decision-making.
Pack specialty or multipack orders, apply appropriate packaging materials and labels, arrange for cross-docking where applicable, and ensure hazardous or regulated materials are handled according to procedure.
Communicate with suppliers and freight carriers to resolve discrepancies, expedite urgent shipments, and coordinate inbound appointment scheduling to optimize receiving throughput.
Maintain a clean, organized, and safe workplace by following 5S principles, managing consumable supplies, and ensuring aisles and emergency exits remain clear.
Train and mentor junior warehouse staff on stock handling best practices, safety procedures, and WMS use to raise overall team competency and reduce process errors.
Participate in process improvement initiatives—such as slotting optimization, batch picking trials, or automation pilots—to increase throughput and reduce cost-per-pick.

Secondary Functions

Support cross-functional teams (procurement, production, sales) with inventory reports, ad-hoc data requests, and stock availability insight to aid decision-making.
Assist with basic inventory forecasting by providing historical pick and usage data to the replenishment planner or buyer.
Help maintain and calibrate warehouse equipment and tools, flagging maintenance needs to supervisors or maintenance technicians.
Participate in continuous improvement workshops (Kaizen, lean events) to identify waste reductions and efficiency gains within stock handling workflows.
Backfill other warehouse roles during peak periods, holidays, or staffing shortages to maintain uninterrupted operations.
Contribute to the development and documentation of standard operating procedures (SOPs) for receiving, picking, and inventory control activities.
Support customer service by investigating order discrepancies, providing inventory confirmations, and helping resolve delivery or quality-related claims.
Assist with basic cycle counting technology setup (RF scanner provisioning, barcode printer tasks) and report system issues to IT or WMS support.

Required Skills & Competencies

Hard Skills (Technical)

Warehouse Management Systems (WMS) proficiency (e.g., Manhattan, SAP EWM, NetSuite, Oracle WMS) for transaction processing, inventory adjustments, and reporting.
RF barcode scanner operations, barcode labeling, and understanding GS1 standards for accurate SKU and pallet identification.
ERP integration and inventory record updates (experience with systems like SAP, Oracle, NetSuite, or Microsoft Dynamics).
Cycle counting methodologies and physical inventory control techniques to identify, investigate, and reduce inventory variances.
Knowledge of shipping and receiving documentation (BOL, packing lists, commercial invoices) and international shipping basics for cross-border orders.
Forklift and powered industrial truck operation and safety (certification preferred) along with manual handling best practices and pallet jack operation.
Proficiency in Microsoft Excel including VLOOKUP, pivot tables, basic formulas, and data sorting/filtering for inventory analysis and reporting.
Lot, batch, and serial number tracking for traceability, expiration management, and regulatory compliance (especially for perishable or serialized goods).
Familiarity with inventory control principles: FIFO/LIFO rotation, safety stock calculation, cycle count scheduling, and reorder point concepts.
Basic math and numeracy skills for quantity verification, pallet counts, and packing configuration calculations.
Knowledge of OSHA, DOT, and local regulatory requirements for warehouse safety and hazardous materials handling.
Experience with pick/pack/ship workflows, order staging, and carrier coordination to meet SLAs and shipping cutoffs.

Soft Skills

Strong attention to detail with a focus on accuracy and reducing inventory errors.
Clear verbal and written communication skills for coordination with cross-functional teams, carriers, and vendors.
Excellent time management and organizational skills to prioritize receiving, replenishment, and order fulfillment tasks.
Problem-solving mindset and ability to investigate discrepancies, identify root causes, and recommend corrective actions.
Team player who collaborates effectively in a fast-paced warehouse environment and supports peers during peak volume.
Reliability and punctuality with the ability to work scheduled shifts, overtime, or flexible hours during busy periods.
Adaptability to changing priorities, new systems, and process improvements.
Physical stamina and ability to lift, carry, bend, and stand for extended periods as required by warehouse duties.
Initiative to identify process improvements, raise safety concerns, and suggest efficiency gains.
Customer-service orientation with the ability to help resolve order or inventory issues that affect customer satisfaction.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED.

Preferred Education:

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

Relevant Fields of Study:

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

Experience Requirements

Typical Experience Range:

1–3 years of warehouse, inventory control, or stock handling experience.

Preferred:

2+ years working with WMS/ERP systems in a distribution or manufacturing environment, experience with cycle counts and physical inventory, and forklift certification or proven material handling experience.