Warehouse Administrator

Purpose of the Role

The Warehouse Administrator is responsible for supporting the efficient day-to-day administration of warehouse and logistics operations, ensuring accurate processing of customer orders, stock movements, customer portal activities, and logistics coordination.

The role also requires flexibility to support warehouse operations as required, including undertaking Warehouse Operative duties to ensure continuity of service and operational efficiency during periods of absence, increased workload, or business demand.

Key Responsibilities Administration and Logistics

• Manage Amazon orders and related administration in a timely and accurate manner.
• Maintain Amazon Vendor Central activities and communications.
• Manage customer portals, ensuring order, inventory, and shipment information is accurate and up to date.
• Coordinate pallet deliveries and general logistics activities, ensuring efficient dispatch and receipt of goods.
• Liaise with couriers, delivery partners, suppliers, customers, and internal departments regarding deliveries and shipments.
• Assist with booking stock into warehouse systems within agreed timescales.
• Maintain dispatch and shipment records and associated spreadsheets.
• Investigate delivery, stock, or inventory discrepancies and escalation issues where appropriate.
• Support stock control and inventory management activities.
• Produce reports and administrative documentation as required.
• Work closely with Customer Service and the Warehouse team to support customer requirements.

Warehouse Operations Support

The Warehouse Administrator will be expected to support warehouse operations and undertake Warehouse Operative duties as required, including:

• Picking and packing customer orders.
• Ensuring customer specific order requirements are fulfilled accurately.
• Receiving, checking, and processing incoming deliveries.
• Assisting with stock takes and inventory counts.
• Booking deliveries and tracking shipments with delivery partners.
• Handling stock movements within the warehouse.
• Maintaining warehouse cleanliness, organisation, and safety standards.
• Assisting with stock discrepancy investigations.
• Supporting the Warehouse Manager with operational activities as required.
• Using warehouse systems, including Sage 200, SAP, scanner technology, and other business systems.
• Assisting with general warehouse and operational duties to ensure service levels are maintained.

Compliance Responsibilities

• Ensure all activities associated with wholesaling operations are undertaken in compliance with MedScience Distribution's Wholesale Distribution Authorisation (WDA(H .
• Ensure compliance with Good Distribution Practice (GDP) in all activities associated with the storage, purchase, supply, and distribution of medicinal products.
• Maintain a high standard of service to customers and stakeholders.
• Comply with all Health and Safety requirements and company procedures.
• Maintain confidentiality of company, customer, and supplier information.
• Attend relevant training and development activities as required.

Quality Responsibilities

• Adhere to the Company's Quality Management System (QMS) and Environmental Management System (EMS) procedures.
• Identify and highlight opportunities for improvements to existing processes.
• Support the continual improvement of quality and operational performance.
• Report quality issues, complaints, incidents, or non conformances promptly.

Person Specification Essential

• Previous experience in an administrative, logistics, warehouse, or operational support role.
• Good IT skills, including Microsoft Office applications.
• Experience using ERP, WMS, customer portals, or stock management systems.
• Strong organisational and administrative skills.
• High level of accuracy and attention to detail.
• Good verbal and written communication skills.
• Ability to prioritise workloads and meet deadlines.
• Ability to work independently and as part of a team.
• Flexible and willing to support warehouse operations when required.

Desirable

• Experience within a medical device, healthcare, pharmaceutical, or distribution environment.
• Knowledge of Amazon Vendor Central.
• Experience using Sage 200, SAP, or similar systems.
• Knowledge of GDP and ISO9001 requirements.

Key Behaviours

• Customer focused.
• Reliable and dependable.
• Positive and proactive approach.
• Strong problem solving skills.
• Team player with a flexible attitude.
• Committed to continuous improvement and operational excellence.