Warehouse In-charge

Warehouse In Charge Complete Job Description & Responsibilities

Management level roleWMS / ERP / API integration

1. Main purpose of the position

To manage the entire warehouse operation, ensuring 100% inventory visibility, accurate stock records, timely order fulfilment, efficient dispatch and receiving, and real-time integration between the warehouse, ERP, sales channels and management dashboard.

The warehouse in-charge must have complete knowledge of every SKU, its location, quantity, movement, batch details, stock status and delivery destination.

1. Core duties and responsibilitiesA. Inventory management and stock control

• Maintain accurate inventory records for every SKU.
• Monitor daily stock availability and movements.
• Ensure physical stock matches the system inventory.
• Conduct daily cycle counts and monthly full stock audits.
• Identify damaged, defective, missing, returned and expired stock.
• Maintain separate stock classifications:
• Available stock.
• Reserved stock.
• Allocated stock.
• Damaged stock.
• Returned stock.
• Quality inspection stock.
• Pending dispatch stock.
• Monitor fast-moving and slow-moving products.
• Prepare minimum and maximum stock-level reports.
• Alert management before stockouts occur.
• Maintain SKU barcodes, descriptions and product identification.

B. Receiving and goods inward

• Verify all incoming deliveries against purchase orders.
• Check quantities, SKU codes, packaging and product condition.
• Prepare Goods Received Notes (GRN).
• Record discrepancies immediately.
• Take photographs of damaged or incorrect deliveries.
• Update the inventory system immediately after verification.
• Assign proper warehouse locations to incoming products.
• Ensure all products are properly labelled and traceable.

C. Order processing and dispatch

• Receive and verify sales orders.
• Coordinate with sales and accounts for order clearance.
• Prepare picking lists and packing lists.
• Ensure correct SKU and quantity before dispatch.
• Verify delivery documents and customer details.
• Coordinate with drivers and logistics companies.
• Obtain proof of delivery (POD).
• Update delivery status in the system.
• Track pending and delayed deliveries.
• Maintain dispatch records by customer, store and location.

D. Returns and after-sales management

• Receive customer and retailer returns.
• Record the reason for every return.
• Separate defective, unopened and damaged products.
• Coordinate with the after-sales department.
• Maintain replacement and warranty stock records.
• Track products pending inspection or supplier approval.
• Ensure returned stock is not mistakenly added to sellable inventory.
• Prepare a weekly returns and replacement report.

E. Warehouse space and operational management

• Organize warehouse racks and storage locations.
• Implement SKU-wise bin and rack identification.
• Maintain proper housekeeping and safety standards.
• Ensure proper storage conditions for electronic products.
• Control warehouse access.
• Maintain records of all stock transfers.
• Prevent unauthorized stock removal.
• Supervise warehouse assistants, pickers and storekeepers.

1. Complete dashboard management

The warehouse in-charge must have full working knowledge of the company's inventory dashboard and be capable of generating operational reports without depending on IT personnel for routine activities.

Warehouse Management Guide for Inventory & Fulfillment

The dashboard should contain the following modules:

Dashboard module

Required information

Stock overview

Total stock, SKU-wise quantities

Stock valuation

Inventory value and cost

Stock movement

Inward, outward and transfers

Order management

Pending, processing, dispatched

Sales allocation

Customer and retailer-wise allocation

Replenishment

Minimum stock and reorder alerts

Returns

Defective, damaged and returned goods

Ageing inventory

30, 60, 90, 180+ days

Expiry / batch tracking

Where applicable

Logistics

Delivery tracking and POD

Warehouse performance

Picking and dispatch accuracy

Audit

Physical versus system stock

1. API integration and technical knowledgeEssential technical competency

The warehouse in-charge should understand how the warehouse system communicates with other company systems.

The following integrations should be understood and monitored:

Integration

Purpose

WMS ↔ ERP

Synchronize inventory and transactions

WMS ↔ E-commerce

Real-time online stock availability

WMS ↔ POS

Retail sales and stock movement

WMS ↔ CRM

Customer and order information

WMS ↔ Accounting

Stock valuation and transaction records

WMS ↔ Logistics API

Shipment tracking and delivery status

WMS ↔ Purchasing

Purchase orders and goods receiving

WMS ↔ BI Dashboard

Management reports and analytics

Technical responsibilities:

• Understand API connectivity and integration workflows.
• Monitor automatic synchronization between systems.
• Identify failed or delayed API transactions.
• Understand API keys, authentication and access permissions.
• Monitor webhook notifications.
• Identify duplicate orders and inventory synchronization errors.
• Reconcile system stock against warehouse stock.
• Escalate integration failures to the IT or software provider.
• Maintain transaction logs and error reports.
• Participate in testing new software features and integrations.

The warehouse in-charge does not necessarily need to be a software developer, but must understand how APIs work, monitor integration health and troubleshoot operational data discrepancies.

1. Daily, weekly and monthly reporting

Frequency

Mandatory report

Daily

Opening and closing stock

Daily

Goods received and dispatched

Daily

Pending orders and deliveries

Daily

Stock discrepancy report

Daily

Damaged and returned stock

Weekly

Fast-moving and slow-moving SKUs

Weekly

Stock replenishment forecast

Weekly

Customer/store-wise stock allocation

Monthly

Full inventory reconciliation

Monthly

Inventory ageing

Monthly

Stock valuation

Monthly

Warehouse performance report

Monthly

API and system synchronization report

1. Key performance indicators (KPIs)

These should be used to evaluate the warehouse in-charge.

KPI

Target

Inventory accuracy

≥99.5%

Order picking accuracy

≥99.5%

Dispatch accuracy

≥99.5%

On-time dispatch

≥98%

GRN processing

Within 24 hours

Stock reconciliation

100% monthly

Unrecorded stock movements

Zero

Delivery documentation

100%

Daily dashboard updates

100%

Unresolved system discrepancies

Zero overdue

API synchronization monitoring

Daily

1. Required knowledge and qualifications

The candidate must demonstrate:

• Minimum 3–5 years of warehouse or inventory management experience.
• Strong knowledge of ERP and WMS platforms.
• Advanced Excel and reporting skills.
• Dashboard creation and data interpretation.
• SKU and barcode management.
• API integration and data synchronization knowledge.
• Understanding of inventory accounting.
• Knowledge of UAE warehouse and logistics operations.
• Experience with e-commerce and multi-channel distribution.
• Strong coordination and team management skills.

1. Proposed warehouse management dashboard for Mumsly

I recommend implementing one centralized management dashboard that gives management visibility without having to request individual reports from the warehouse team.

MUMSLY – WAREHOUSE CONTROL CENTRE

Proposed layout

Illustrative dashboard – not connected to live warehouse data

All SKUsInventory masterDispatchDaily outbound ordersStockLive stock visibilityReturnsReturn and replacement control

Main management functions

• Real-time stock visibility
• Retailer-wise stock allocation
• Sales and warehouse reconciliation
• Purchase order tracking
• Replenishment forecasting
• Warehouse performance monitoring
• API connection health
• Automated low-stock alerts
• Management reports

1. Reporting structure and accountability

The Warehouse In-Charge should report directly to the Operations Manager or Managing Director.

Department

Coordination responsibility

Sales

Stock availability and order fulfilment

Accounts

Invoice, delivery note and stock valuation

Procurement

Incoming shipments and replenishment

Logistics

Delivery scheduling and POD

After-sales

Returns and replacement stock

IT

ERP, WMS, API and dashboard

Management

Daily, weekly and monthly reports

1. Important management control policies

The following rules should be mandatory:

• No stock leaves the warehouse without an approved system transaction.
• No goods are received without GRN documentation.
• No stock adjustments without management approval.
• Every product must have a traceable SKU and warehouse location.
• All transfers must be recorded in the system.
• Every retailer delivery must have supporting documentation.
• Physical stock and system stock must be reconciled.
• Warehouse employees must have individual system logins and access permissions.
• All API errors and failed synchronizations must be logged and resolved.
• Management must have independent dashboard access.

1. My recommendation: Make this position accountable for five major functions
2. Inventory Controller

Every SKU, quantity, location and movement.

1. Logistics Controller

Every delivery, dispatch, transfer and POD.

1. Dashboard Administrator

Real-time reporting, stock visibility and analytics.

1. System Integration Coordinator

ERP, WMS, APIs, e-commerce and system reconciliation.

1. Warehouse Performance Manager

KPIs, cost control, efficiency and accountability.

One important distinction: The warehouse in-charge should be accountable for the accuracy and monitoring of all these systems, but software development, API security and infrastructure administration should remain with qualified IT personnel.

Specialized in:

• Zoho Inventory
• SAP
• Microsoft Dynamics
• Tally
• Excel / manual inventory
• Other WMS or ERP

Pay: AED2,500.00 - AED4,000.00 per month

Work Location: In person