Job Description

About the Role

We are looking for a Warehouse Supervisor to oversee the day-to-day operations of our pharmaceutical warehouse and fulfilment activities. You will be responsible for ensuring that goods are received, stored, picked, packed, checked and dispatched accurately, safely and efficiently. You will also coordinate with suppliers, logistics partners, other warehouses and local and international customers to ensure orders move smoothly from warehouse to destination. This is a hands-on supervisory role. The successful candidate should be comfortable working on the warehouse floor, managing people and priorities, solving operational problems quickly, and maintaining high standards of organisation, accuracy, safety and accountability.

Key Responsibilities

1. Warehouse Operations

Supervise the daily operations and organisation of the warehouse.
Ensure the warehouse is clean, orderly, secure and appropriately organised.
Establish and maintain proper storage locations, labelling and stock arrangement.
Ensure products and supplies are stored appropriately according to their handling and storage requirements.
Coordinate daily warehouse activities and allocate tasks to warehouse staff.
Monitor workflow and identify ways to improve efficiency and reduce errors.
Ensure warehouse equipment, tools and supplies are available and maintained.

2. Receiving & Inbound Shipments

Receive incoming deliveries from suppliers, logistics companies and other warehouses.
Check delivered goods against purchase orders, delivery orders and relevant documentation.
Verify quantities, product condition, packaging and other relevant details.
Identify and document shortages, overages, damaged goods or incorrect deliveries.
Take photographs and record discrepancies where necessary.
Reject or quarantine goods when required and escalate issues to the appropriate person.
Ensure received inventory is recorded and stored promptly and correctly.

3. Order Fulfilment & Dispatch

Manage the picking, packing and dispatching of customer orders.
Ensure the correct products, quantities, batches and other relevant details are picked.
Conduct quality and accuracy checks before orders are shipped.
Ensure goods are appropriately packed and protected during transportation.
Coordinate with local and international logistics providers for collections and deliveries.
Prepare and verify shipping documentation.
Monitor urgent, delayed and time-sensitive shipments.
Resolve loading, collection and dispatch issues promptly.
Ensure the correct goods are loaded onto the correct vehicle or handed over to the correct logistics provider.

4. Inventory Management

Maintain accurate physical and system inventory records.
Conduct regular stock counts and inventory checks.
Investigate and resolve stock discrepancies.
Monitor stock levels and communicate replenishment requirements.
Track warehouse supplies such as packaging materials, labels and other fulfilment consumables.
Ensure products are appropriately segregated where required, including damaged, returned, expired or quarantined stock.
Support stock rotation and minimise losses due to expiry, damage or poor storage.
Maintain proper documentation and traceability of inventory movements.

5. Returns, Damaged & Quarantined Goods

Receive and inspect returned goods.
Assess the condition of returned products according to company procedures.
Ensure returned goods are appropriately restocked, quarantined, returned to supplier or disposed of, as authorised.
Maintain clear records and photographic evidence where required.
Escalate product quality, packaging or storage concerns to management or the relevant responsible person.
Ensure questionable or compromised stock is not accidentally released for fulfilment.

6. Logistics & Stakeholder Coordination

Liaise with suppliers regarding deliveries, shortages, damages and other warehouse matters.
Coordinate with courier and freight companies regarding collections, deliveries and delays.
Communicate with other warehouses regarding stock transfers and fulfilment requirements.
Coordinate with local and international customers on operational or shipment-related matters where required.
Act as a key point of contact between the warehouse and other departments.
Escalate significant delays, discrepancies, damaged goods or operational risks promptly.

7. Staff Supervision

Supervise, train and guide warehouse personnel.
Assign daily tasks and monitor completion.
Ensure staff follow warehouse procedures, safety requirements and company policies.
Monitor staff performance, attendance, punctuality and work quality.
Train employees on proper handling, packing, storage and fulfilment procedures.
Ensure appropriate PPE and safe working practices are followed.
Address operational issues and escalate disciplinary or staffing matters when necessary.

8. Safety, Security & Emergency Response

The Warehouse Supervisor will be responsible for taking immediate operational action during warehouse incidents and escalating matters appropriately. Potential situations include:

Power outage.
Fire, fire alarms and fire drills.
Flooding, roof leaks or water damage.
Workplace accidents or injuries.

9. Compliance, Inspections & Audits

Maintain the warehouse in a condition suitable for regulatory inspections and audits.
Ensure required records, documentation and warehouse procedures are properly maintained.
Assist during inspections or audits by relevant authorities or third parties.
Coordinate with management during visits by authorities such as Bomba, DOSH/JKKP, local councils (PBT), Customs, health-related authorities or other relevant agencies.
Ensure inspectors or auditors can access relevant documentation and areas of the warehouse.
Identify and escalate potential compliance issues before they become operational or regulatory problems.
Support the implementation of corrective actions following inspections or audits.

10. Documentation & Reporting

Maintain accurate records of receiving, inventory movements, dispatches, returns and incidents.
Prepare regular warehouse reports as required.
Document damaged, missing, incorrect or rejected goods.
Maintain records relating to stock counts and discrepancies.
Record warehouse incidents, accidents, security events and emergency situations.
Ensure relevant documentation is properly filed and readily retrievable.

What We're Looking For

Previous experience in warehouse operations, fulfilment, logistics, inventory management or a related field. (Good to have)
Previous supervisory or team-lead experience is preferred.
Experience in pharmaceutical, healthcare, medical supplies, FMCG or another regulated environment will be an advantage. (Good to have)
Strong organisational and time-management skills.
High attention to detail and accuracy.
Comfortable working in a fast-paced environment with changing priorities.
Good problem-solving and decision-making skills.
Able to communicate effectively with suppliers, logistics providers, customers and internal teams.
Comfortable handling urgent operational issues and unexpected incidents.
Basic understanding of warehouse safety, inventory control and shipping procedures.
Basic computer literacy and ability to work with inventory, order-management or warehouse systems.
Physically capable of performing warehouse-related duties, including receiving, checking, packing and moving goods where required.
Willing to take ownership and be accountable for warehouse operations.

Key Personal Qualities

We are looking for someone who is:

Responsible — takes ownership of warehouse operations and follows through on issues.
Detail-oriented — understands that a small picking, packing or inventory error can have significant consequences.
Proactive — identifies problems before they become larger operational issues.
Calm under pressure — able to respond appropriately to urgent orders, delivery problems and warehouse incidents.
Organised — keeps people, stock, documentation and processes under control.
Safety-conscious — prioritises the safety of employees, products and the warehouse.
Hands-on — willing to get involved rather than simply delegate.
Reliable and trustworthy — handles pharmaceutical products, inventory and company information responsibly.

Important Note:

Because Pharma Depot operates in the pharmaceutical trading and fulfilment sector, product integrity, traceability, inventory accuracy, proper storage, documentation, safety and compliance are core responsibilities of this position. The Warehouse Supervisor is expected to follow all applicable company procedures and regulatory requirements and to immediately escalate situations involving product quality, storage conditions, security, safety or regulatory compliance.