Quartz 4

Warehouse Manager

5 min read

Warehouse Manager - Job Description & Qualification Tasks

Primary Responsibility: To maintain a highly organized, safe, and efficient warehouse operation for receiving, storing, and issuing all Building Automation Systems (BAS) components, tools, and inventory required for projects and service calls.

Prerequisites:

  • High school diploma or equivalent
  • Strong organizational skills and attention to detail
  • Physical ability to lift 50+ lbs and operate warehouse equipment
  • Basic computer literacy and willingness to learn inventory software
  • Forklift certification (or willingness to obtain)

Career Path: This is a standalone operational role with opportunities for advancement to Senior Warehouse Manager, Logistics Manager, or Procurement Manager based on company growth and individual performance.

Assessment Methods

  • Inventory accuracy audits (98%+ accuracy required on quarterly physical counts)
  • Timeliness metrics for receiving, staging, and kit preparation
  • Written exam on warehouse procedures, safety, and BAS hardware knowledge (80% passing score)
  • OSHA compliance inspections with zero violations
  • Supervisor evaluation of organization, efficiency, and problem-solving
  • Peer review from Project Managers and field staff on support quality
  • Successful completion of annual safety audit with zero findings

Key Tasks for Qualification

Inventory Control

    1. Conduct a full quarterly physical inventory count with 98% accuracy against the inventory management system.
    1. Implement and enforce a strict First-In, First-Out (FIFO) system for all perishable or version-sensitive BAS hardware (e.g., controllers).

Shipping & Receiving

    1. Receive, inspect, and log incoming BAS materials against the purchase order (PO) list within 4 hours of arrival.
    1. Prepare and stage all equipment kits for upcoming projects (3 days in advance of the required date).

Organization & Safety

    1. Maintain the warehouse to meet all OSHA safety standards, specifically documenting and managing ladder and lift inspection logs.
    1. Implement a standardized system for tracking and managing the calibration, sign-out, and return of specialized tools (e.g., manifold gauges, network testers).

Procurement Support

    1. Generate a monthly report on low-stock items (below minimum threshold) and items with high shrinkage/loss rates.

Foundational Training (Before Role-Specific Courses)

  1. BAS Hardware Identification: Comprehensive overview of all BAS components (controllers, sensors, actuators, valves, dampers, network equipment) so you know what you’re managing and can identify items correctly.

  2. Supply Chain Basics for Construction: Understanding lead times, vendor reliability, expedited shipping, and the critical path impact of material delays.

  3. Warehouse Safety Fundamentals: OSHA requirements, material handling, ladder safety, forklift operation, PPE requirements.

  4. Inventory Management Systems Overview: Introduction to the specific inventory software platform and integration with Service Fusion.

Required Training Course List

  1. Inventory Management System Mastery: Procedures for physical counts, cycle counts, and discrepancy reporting.

  2. BAS Hardware Shelf Life and FIFO Implementation: Managing version control and stock rotation for electronic components.

  3. Receiving and PO Verification Procedures: Inspecting and logging incoming goods against Purchase Orders.

  4. Project Staging and Kitting Processes: Efficiently assembling materials kits for project deployment.

  5. OSHA Warehouse Safety and Compliance: Focus on material handling, tool usage, and equipment inspection logs.

  6. Specialized Tool Tracking and Calibration Management: Standardized procedures for sign-out and return of diagnostic tools.

  7. Procurement Data Analysis: Generating reports for low stock and analyzing inventory shrinkage/loss.

  8. Service Fusion Warehouse Integration: Understanding Purchase Orders, Inventory Orders, and Invoice workflows within Service Fusion.

  9. Vendor Relationship Management: Communication protocols, dispute resolution, and expedited delivery coordination.

  10. Emergency/Expedited Procurement Procedures: Protocols for handling urgent material requests from field or PMs.

Optional/Advanced Training

  • Forklift and powered industrial truck certifications
  • Certified Supply Chain Professional (CSCP)
  • Inventory optimization and demand forecasting
  • Warehouse management system (WMS) advanced features
  • Hazardous materials handling and storage (if applicable)
  • Barcode/RFID technology for inventory tracking
  • Lean warehousing and 5S methodology
  • Cross-docking and just-in-time inventory strategies

Cross-Training Opportunities

  • Shadow Installers and Field Specialists to understand how materials are used in the field
  • Attend project planning meetings to understand material requirements and timing
  • Work with Project Managers on material procurement and cost tracking
  • Shadow Accountant during inventory valuation and cost analysis
  • Participate in vendor site visits to understand product manufacturing and quality control
  • Review Dispatch Coordinator workflows for emergency parts coordination
  • Observe commissioning to understand how material quality impacts system performance

Qualification Checklist

Before being considered fully qualified, the Warehouse Manager must demonstrate:

  • Complete 4 consecutive quarterly physical inventory counts with 98%+ accuracy
  • Successfully implement and maintain FIFO system for 100% of version-sensitive items
  • Receive and log 200+ shipments within 4-hour SLA with 99%+ accuracy
  • Prepare 50+ project kits with zero missing items or delays
  • Maintain OSHA-compliant warehouse for 12 consecutive months (zero violations)
  • Implement and manage tool tracking system with 100% accountability
  • Generate 12+ monthly procurement reports with actionable insights
  • Achieve 95%+ satisfaction rating from Project Managers and field staff
  • Pass written exam on warehouse procedures and BAS hardware (80%+)
  • Successfully coordinate 10+ emergency/expedited material requests
  • Complete forklift certification and all required safety training
  • Receive supervisor sign-off on all 7 key qualification tasks

Timeline Expectations

Typical Duration: 6-9 months to full qualification

  • Months 1-2: Foundational training, safety certifications, learning inventory system and BAS hardware
  • Months 3-4: Handling routine receiving and kitting tasks with supervision
  • Months 5-6: Managing daily operations independently, first physical inventory count
  • Months 7-9: Full independence, process optimization, and advanced procurement support
  • Ongoing: Continuous improvement of warehouse efficiency and accuracy

Note: Timeline may be shorter for candidates with prior warehouse or inventory management experience. Physical stamina and attention to detail are critical for success in this role.

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