Warehouse Systems & Compliance Specialist

Job Description: The Warehouse Systems and Compliance Specialist is responsible for ensuring the accuracy, quality, and compliance of shipments and warehouse operations. This includes verifying shipments, managing cross-dock operations, and ensuring a clean and efficient loading process. The role also encompasses maintaining accurate receiving processes, timely processing, and adherence to quality standards, contributing to the overall success of the warehouse.

Responsibilities:

• Shipment Verification: Conduct regular inspections of incoming, in-process, and outgoing products to ensure they meet established quality standards and customer specifications.
  • Check incoming and outgoing shipments for accuracy against documentation (e.g., packing lists, invoices)
  • Inspect items for damage, defects, or inconsistencies and report any issues to the appropriate department
  • Ensure all cargo is scanned accurately once placed in the staging area

• Receiving Process: 
  • Ensure the receiving process is accurate and completed within a 1-hour timeframe
  • Verify that all freight is received, documented, and processed correctly
  • Ensure freight is in the correct designated area, keeping all items for each shipment together for easy identification and access

• Audit Responsibilities:
  • Live validation of both consolidated and cross-dock shipments
  • Take photos of the loading process to document each stage and ensure accuracy
  • Ensure that employees complete all necessary documentation, maintaining compliance with operational standards

• Quality Control: 
  • Conduct regular quality inspections to ensure all loads are accurate and free of errors
  • Maintain a clean and efficient loading process with no missing cargo, overages, incorrect shipments, or damages 
  • Verify that all shipments are prepared for the correct customers

• Inventory and System Management: 
  • Accurately record and track inventory movements in the Warehouse Management System (Magaya). 
  • Ensure timely updates of system records to reflect accurate inventory and shipment status. 
  • Participate in inventory audits, cycle counts, and cross-dock operations to verify cargo accuracy. 
• Cross-Dock Operations: 
  • Monitor and support cross-docking activities to ensure smooth transitions between incoming and outgoing shipments. 
  • Verify that all cargo moving through cross-dock operations meets quality and documentation standards. 
  • Minimize delays and errors during cross-docking by adhering to established processes. 

• Compliance Monitoring: 
  • Ensure that all warehouse processes comply with company policies, industry standards, and regulatory requirements. 
  • Support adherence to Good Distribution Practices (GDP) and other relevant quality or compliance frameworks. 

• Documentation and Reporting: 
  • Maintain accurate logs of inspections, discrepancies, and resolved issues. 
  • Prepare and submit reports on quality, system accuracy, and compliance metrics as needed. 

• Team Collaboration: 
  • Work closely with warehouse staff to maintain accuracy and resolve discrepancies. 
  • Provide feedback to team members to ensure adherence to quality and compliance standards. 

• Health and Safety: 
  • Adhere to all safety protocols and contribute to maintaining a safe working environment. 
  • Identify and report potential safety hazards or unsafe practices. 

• Perform other related duties as necessary or assigned.

Education and Experience:

• High school diploma or equivalent; additional certifications in quality control or related fields are a plus.

Required Skills/Abilities: 

• Strong attention to detail and accuracy in scanning, receiving, and verifying cargo. 
• Proficiency in using Warehouse Management Systems and scanning tools. 
• Knowledge of quality assurance practices, compliance standards, and cross-dock operations. 
• Effective communication and problem-solving skills. 
• Ability to work collaboratively and independently in a fast-paced environment. 
• Basic computer skills, including proficiency in MS Office and inventory management software.
• Works collaboratively with others to achieve common goals and support the overall success of the warehouse operations.
• Multitask
• Work in fast paced environment