Warehouse Administrator (FM Spare Parts)

About the role

The Administrator Warehouse administers the central FM warehouse and supports site stores by controlling the receipt, storage, issue and return of spare parts, consumables and other materials. The role keeps inventory and Oracle records accurate, coordinates replenishment and ensures materials are available for FM operations while protecting stock from loss, damage and expiry.

Key responsibilities

• Check deliveries against purchase orders, delivery notes and invoices, verifying quantities, descriptions, brands, part numbers, labels, packaging, condition and expiry dates, and refer technical queries to the requestor before acceptance.
• Record shortages, damage and nonconformities, segregate rejected items and prepare Material Rejection Forms for Procurement.
• Record receiving transactions in Oracle, keep delivery documents and forward invoices to Finance.
• Maintain item records, stock locations and on-hand balances, updating Oracle for every receipt, issue, transfer or return.
• Issue materials against authorized Oracle move orders, use manual vouchers during system outages, follow FIFO and monitor expiry dates.
• Coordinate dispatch and collection, share daily receipt updates and keep traceability of material movements.
• Monitor stock levels, maintain the fast-moving items list and reorder levels, raise Oracle purchase requisitions and follow up with Procurement and Operations.
• Support quarterly stock checks, investigate discrepancies and submit findings for correction.
• Store materials safely, keep safety data sheets accessible and escalate unsafe conditions to the line manager and QHSE.
• Inspect shelf-life items monthly, segregate expired or damaged stock and dispose of it after approval.
• Handle end-user and supplier returns, document them and update inventory.
• Keep complete records of receipts, issues, transfers, returns, counts and adjustments, and provide stock availability, movement, expiry and discrepancy reports to management.

Required profile

• Graduate in any discipline.
• Diploma in logistics, supply chain, business administration or a related discipline; a relevant degree is an advantage.
• At least 8 years of relevant warehouse, stores or inventory administration experience, preferably supporting FM, maintenance, MEP or technical operations.

Required skills

• Practical experience with Oracle inventory transactions or a comparable ERP system.
• Proficiency in Excel and inventory reporting.
• Understanding of spare parts and consumables, purchase and delivery documentation, stock counts, FIFO, expiry control and safe chemical storage.