Warehouse Manager

General Information

• Job Title: Warehouse Manager
• Department: Warehouse & Materials Management Department
• Reports To: Senior Management / As per Organizational Structure
• Subordinates / Direct Reports: Site Warehouse Keepers & Warehouse Staff
• Work Location: Head Office and project sites as operational needs dictate
• Nature of Work: Primarily administrative with field/site visits as required

Job Purpose

To oversee, organize, and control overall corporate warehousing operations, ensuring the timely provision of required construction materials, equipment, spare parts, and consumables to project sites. The role is tasked with safeguarding inventory assets, maintaining ledger and system accuracy, and optimizing storage and logistics costs in strict compliance with corporate policies and approved Standard Operating Procedures (SOPs).

Key Responsibilities & Duties

1. Warehouse Operations Management

• Direct, organize, and monitor day-to-day warehouse operations across the central hub and decentralized project-site stores.
• Establish, standardize, and enforce unified standard procedures for receiving, inspection, storage, issuance, transfer, return, and stocktaking.
• Ensure warehouse readiness, storage capacity optimization, efficient handling procedures, and the physical protection and integrity of materials, tools, and spare parts.

2. Inventory Control & Governance

• Monitor real-time inventory balances across all stores and project sites; maintain data integrity, item cataloging, categorization, and standardized material coding.
• Monitor stock velocity, systematically identifying slow-moving, obsolete, surplus, and damaged materials to minimize shrinkage, waste, obsolescence, and unauthorized issuance.

3. Site Stores & Equipment Tracking

• Supervise site store operations to ensure disciplined receiving, issuing, logging, and documentation cycles.
• Track the movement of materials, plant machinery, tools, and spare parts between central storage and active projects, maintaining complete documentation for dispatches, transfers, and site returns.
• Maintain a centralized, live register showing the physical location of assets, available quantities, issued items, recipient project/division, date of issue, and remaining balances.
• Track company-owned heavy machinery, equipment, and fleet allocations, keeping records of their operational status, condition, and deployed site locations up to date.
• Identify surplus or idle project inventory and coordinate its re-allocation or return to central storage according to project timelines.

4. Receiving, Issuing & Auditing (Stocktaking)

• Oversee material intake processes, verifying compliance with purchase orders, delivery notes, physical counts, technical specifications, and quality inspection reports.
• Supervise material dispatches strictly against authorized Material Requisition Forms (MRF) tied to designated project cost centers.
• Plan and execute cyclical, spot-check, and year-end physical inventory counts; reconcile physical counts against ERP/system ledgers and investigate variances.

5. Reporting & Analytics

• Prepare regular inventory status reports covering stock valuations, turnover, receipts, dispatches, inter-site transfers, and returns across all locations.
• Compile analytical reports on slow-moving/dormant inventory, scrap, damaged goods, and machinery/equipment utilization and deployment history.
• Analyze stock discrepancies, submit variance investigation reports, and recommend corrective actions for shrinkage reduction and inventory optimization.

6. Cross-Functional Coordination, ERP Systems & Safety

• Coordinate closely with Procurement, Project Management, Finance, and Operations regarding demand forecasts, replenishment schedules, dispatches, and material transfers.
• Oversee the full utilization of the Warehouse Management System (WMS) or Enterprise Resource Planning (ERP) platform, ensuring accurate and real-time transaction postings.
• Enforce Occupational Health, Safety, and Environmental (OHSE) policies, access control protocols, fire safety measures, and warehouse security standards.

7. Team Leadership & People Management

• Supervise site storekeepers and warehouse staff; assign tasks, evaluate individual performance, and ensure strict adherence to operational guidelines.
• Mentor and train warehouse staff on inventory best practices, material handling safety, and system entries to reduce human error and operational waste.

Key Authorities & Decision-Making Rights

• Direct and manage day-to-day warehouse operations within approved organizational authority matrices.
• Authorize Goods Received Notes (GRN), Material Issue Requests (MIR), and Transfer Orders within defined financial and operational limits.
• Initiate planned and surprise stock audits and verify inventory counts.
• Recommend replenishment orders, safety stock adjustments, or inter-site material transfers.
• Recommend the write-off, auction, or disposal of obsolete, scrap, or damaged materials according to policy.
• Freeze or halt the receipt or release of goods in cases of non-compliance, damage, or documentation discrepancies, escalating immediately to relevant authorities.
• Submit formal inventory evaluations and policy recommendations to executive management.

Required Qualifications & Experience

• Education: Bachelor’s degree in Business Administration, Accounting, Supply Chain Management, Logistics, or a related field.
• Experience:
  • Minimum of 8 years of progressive experience in warehouse and materials management, preferably within contracting, construction, or engineering project environments.
  • Minimum of 3 years in a managerial or supervisory capacity.
  • Demonstrated track record managing both central supply hubs and remote project-site storage facilities.
• Technical Knowledge:
  • In-depth understanding of standard receiving, issuing, stock auditing, cataloging, and material coding systems.
  • Hands-on proficiency with ERP software (e.g., SAP, Oracle, Odoo, or Microsoft Dynamics) and advanced proficiency in Microsoft Excel.
  • Strong working knowledge of material storage standards, hazardous material handling, and HSE regulations.

Core Competencies & Skills

• Leadership & Team Management: Ability to direct, motivate, and mentor dispersed site warehouse teams.
• Planning & Prioritization: Strong logistical planning, spatial organization, and multi-tasking skills.
• Analytical Thinking: Sharp attention to detail, numerical aptitude, and variance resolution skills.
• Communication & Coordination: Effective stakeholder management across finance, procurement, and project site engineering teams.
• Pressure Tolerance: Capability to deliver under tight project deadlines within multi-site environments.
• Continuous Improvement: Proven capability to refine workflows, reduce cycle times, and eliminate waste.

Key Performance Indicators (KPIs)

1. Inventory Record Accuracy (IRA): Variance percentage between physical stock counts and ERP system records.
2. Obsolete & Slow-Moving Stock Ratio: Percentage reduction in stagnant, scrap, or damaged stock.
3. Order Fulfillment & Lead Time: On-time-in-full (OTIF) dispatch rate to project sites and average requisition processing time.
4. Procedural Compliance: Audit compliance score across receiving, inspection, storage, and issuing processes.
5. Documentation Accuracy: Completeness and error rate of documentation (GRNs, MIRs, transfer notes).
6. Space Utilization Efficiency: Optimization percentage of available warehouse cubic space.
7. Internal Customer Satisfaction: Satisfaction score from project managers and site engineers regarding supply timeliness.
8. Safety & Security Record: Number of workplace safety incidents and compliance with OHSE warehouse standards.

Work Relationships

• Internal: Procurement & Purchasing, Project Managers & Site Engineers, Finance & Cost Control, Operations & Plant/Equipment Department.
• External: Material Suppliers, Logistics & Freight Forwarders, Subcontractors, Third-Party Logistics (3PL) providers, and Quality Inspectors.

Overall Accountability

The Warehouse Manager holds ultimate accountability for the end-to-end efficiency, security, and integrity of corporate inventory, tools, and equipment. The role ensures that project material demands are met without downtime, data remains fully auditable, and operations adhere to cost-effective, safe warehousing practices aligned with corporate objectives.

Skills & Competencies:

• Leadership, Supervision, and Team Management
• Planning, Organization, and Prioritization
• Inventory Analysis and Decision-Making
• Accuracy and Attention to Detail
• Interdepartmental Communication and Project Coordination
• Problem-Solving and Inventory Discrepancy Resolution
• Ability to Work Under Pressure in a Multi-Project Environment
• Process Development and Performance Improvement