Position Title
Warehouse Inventory Assistant
## Department
Inventory Department
## Reports To
Operations and People lead
## Employment Type
Full-Time
Monday to Friday 8am to 4pm and Saturday 8am to 11am
# Warehouse Inventory Control SOP – Inventory assistant 2
## 1. Purpose
The purpose of this Standard Operating Procedure (SOP) is to define the responsibilities and procedures for Johnathon in managing warehouse requisitions, damage control, stock accuracy, and inventory reporting. This SOP ensures proper inventory control, clear communication, and alignment between warehouse operations and inventory management.
## 2. Scope
This SOP applies to all warehouse inventory activities handled, including requisitions, damage tracking, stock organization, inventory reconciliation, quantity accuracy, and reporting to the Inventory Manager.
## 3. Role Overview
Position: Warehouse Inventory Assistant
Assigned To:
Primary Objective:
To maintain accurate warehouse inventory records, manage requisitions and damaged stock, ensure warehouse organization, and maintain complete alignment between physical inventory, warehouse records, and the inventory management system.
## 4. Responsibilities
Managing and processing all warehouse requisitions.
Recording and reporting damaged inventory.
Maintaining the warehouse stock checklist.
Ensuring warehouse inventory is labeled, organized, and accurately tracked.
Ensuring warehouse quantities recorded in the inventory system accurately reflect physical stock on hand at all times.
Monitoring all stock movements to prevent quantity discrepancies.
Investigating and reporting inventory variances immediately.
Maintaining accurate inventory adjustments and supporting documentation.
Acting as the primary communication link between the warehouse and the Inventory Manager.
Supporting inventory accuracy across all warehouse operations.
## 5. Procedures
### 5.1 Requisition Management
Review all incoming requisition requests.
Verify item codes and quantities before preparation.
Prepare and dispatch requested items accurately.
Record all dispatched items in the warehouse stock checklist.
Ensure inventory system quantities are updated following stock dispatches where applicable.
Report any stock shortages to the Inventory Manager immediately.
Maintain records of all completed requisitions.
### 5.2 Damage Control
Identify and record all damaged items in the warehouse.
Separate damaged items from saleable inventory immediately.
Maintain a Damage Log containing:
Item code
Item description
Quantity damaged
Date identified
Reason for damage
Ensure damaged inventory is removed from available stock records where applicable.
Submit damage reports to the Inventory Manager as required.
### 5.3 Warehouse Stock Checklist Maintenance
Maintain an updated warehouse stock checklist at all times.
Record all stock movements including:
Requisitions sent to stores
Transfers received
Transfers sent
Damaged stock
Removed stock
Approved inventory adjustments
Ensure checklist quantities match physical inventory.
Ensure inventory system quantities are updated promptly after every stock movement.
Verify that warehouse records remain accurate and complete.
### 5.4 Stock Organization and Labeling
All warehouse products are clearly labeled with the correct item codes.
Storage areas are organized by category, department, or item type.
Items are stored in designated locations.
Fast-moving and high-value items are easily identifiable.
Warehouse layout supports efficient stock counting, replenishment, and retrieval.
Labels remain visible, accurate, and up to date.
### 5.5 Inventory Reconciliation
Regularly compare physical warehouse stock with:
Inventory system records
Warehouse stock checklist
Conduct routine stock verification exercises as directed by management.
Investigate and report discrepancies immediately.
Identify the root cause of inventory variances where possible.
Verify that all discrepancies are resolved promptly.
Ensure inventory system quantities are corrected to match verified physical stock following approved procedures.
Provide supporting documentation for all inventory adjustments and reconciliation activities.
### 5.6 Warehouse Quantity Accuracy
Directly responsible for maintaining warehouse inventory accuracy by:
Ensuring physical stock, warehouse records, and inventory system quantities remain aligned at all times.
Verifying stock balances after requisitions, transfers, damages, returns, and adjustments.
Monitoring inventory movements to prevent unrecorded transactions.
Reporting any quantity discrepancies immediately upon discovery.
Assisting with cycle counts and stock audits.
Taking corrective action, with management approval, to resolve inventory variances.
Maintaining an inventory accuracy standard that supports reliable stock availability and reporting.
### 5.7 Communication and Reporting
Serves as the primary communication link between the warehouse and management.
Provide regular updates on warehouse stock levels.
Report damages and inventory discrepancies.
Confirm completion of requisitions and transfers.
Communicate stock shortages promptly.
Escalate any issues affecting inventory accuracy or warehouse operations.
Support management with inventory-related reporting and investigations.
## 6. Documentation
Must maintain the following records:
Warehouse Stock Checklist
Damage Log
Requisition Records
Transfer Records
Inventory Adjustment Records
Stock Reconciliation Reports
All documents must be:
Updated daily
Accurate and complete
Stored securely
Available for review upon request
Retained according to company record-keeping requirements
## 7. Compliance
Failure to follow this SOP may result in:
Inventory discrepancies
Inaccurate stock records
Stock shortages or overages
Delays in store operations
Reporting inaccuracies
Reduced inventory accountability
Adherence to this SOP ensures smooth warehouse operations, accurate inventory control, reliable stock reporting, and effective support of business operations across all locations.
# Employee Acknowledgement
I acknowledge that I have read and understood the Warehouse Inventory Control SOP. I agree to follow all procedures relating to requisitions, damage management, warehouse stock maintenance, inventory reconciliation, quantity accuracy, and inventory reporting. I understand that maintaining accurate inventory records and ensuring system quantities match physical stock are essential responsibilities of my role.
Employee Name: _______________________________
Signature: ____________________________________
Date: _________________________________________