Octospeak
Role Purpose
The Inbound Assistant will be responsible for supporting all inbound warehouse activities, including supplier receipts, quality checks, market and driver returns, space management, GRN documentation, and supervision of offloading activities. The role ensures that all goods received into the warehouse are accurately checked, documented, stored, and aligned with company inventory control standards.
Key Responsibilities
Supplier Receipts and Inbound Processing
- ● Receive goods from suppliers in line with approved purchase orders, delivery notes, and company receiving procedures.
- ● Verify quantities, product condition, expiry dates, batch details, and documentation before acceptance into the warehouse.
- ● Ensure all inbound discrepancies are documented and escalated promptly. Inbound QC/QA
- ● Conduct quality checks at the point of receiving to confirm product condition, packaging integrity, and compliance with required standards.
- ● Identify damages, shortages, over-deliveries, expired products, or non-compliant items and escalate for resolution.
- ● Ensure only approved and verified stock is moved into storage locations. GRN Processing
- ● Support the timely preparation and processing of GRNs to suppliers after confirmation of received quantities.
- ● Ensure all receiving documents are complete, accurate, and properly filed for audit and finance processing.
- ● Work closely with Finance, Procurement, and Warehouse teams to resolve GRN-related issues.
Warehouse Space Management
- ● Support proper allocation and organization of warehouse space for received goods.
- ● Ensure products are stored in the right locations, following FEFO/FIFO and inventory management
standards.
- ● Maintain clear staging areas for inbound goods, returns, damaged stock, and items pending verification.
Market Returns and Driver Returns
- ● Receive and verify market returns and driver returns against approved return documents.
- ● Check product condition, quantities, and reasons for return before acceptance.
- ● Ensure returns are recorded, segregated, and escalated for the appropriate next action.
Supervision of Offloaders
- ● Supervise offloading teams to ensure safe, accurate, and timely offloading of inbound goods.
- ● Ensure proper handling of products to minimize damages and losses.
- ● Confirm that offloaded quantities match supplier documents before stock is moved into storage.
Key Performance Indicators
- ● Accuracy of goods received versus supplier documentation.
- ● Timely completion of GRNs.
- ● Reduction in receiving discrepancies.
- ● Proper documentation of damages, shortages, and returns.
- ● Effective use of warehouse space.
- ● Compliance with inbound QC/QA standards.
Required Qualifications and Experience
- ● Diploma or certificate in Supply Chain, Logistics, Warehousing, Procurement, or a related field.
- ● At least 1–2 years’ experience in warehouse, inventory, or inbound operations.
- ● Good understanding of receiving, stock control, and warehouse documentation.
- ● Experience working with WMS, ERP, or inventory systems.
- ● Experience working with Dynamics will be an added advantage.
- ● Strong attention to detail and ability to work under pressure.
Required Competencies
- ● Strong documentation and record-keeping skills.
- ● Good communication and coordination skills.
- ● High level of accuracy and accountability.
- ● Ability to supervise casual labor/offloaders.
- ● Good understanding of stock handling and warehouse controls.
- ● Integrity and discipline in inventory management.
