Standard Operating Procedure (SOP) for Warehouse Operations

1. Purpose

To ensure consistent and efficient operations in the warehouse, including small assembly, picking and packing,
kitting, labeling, and third-party logistics (3PL), while maintaining compliance with ISO 9001:2015 standards.

2. Scope

This SOP applies to all warehouse operations and personnel, including the Project Coordinator, Supervisor,
Team Leader (TL), Material Handler, and other associates.

3. Roles & Responsibilities

 Project Coordinator:
 Act as the primary liaison for customer and supplier communications.
 Address and resolve customer issues promptly, providing timely updates on progress and
resolutions.
 Develop and adjust production schedules based on customer and supplier requirements, ensuring
effective communication with all stakeholders.
 Allocate necessary resources (personnel, materials, space) to supervisors and team leads to
maintain smooth operations.
 Set up and manage jobs within the Prodsmart Application.
 Ensure precise inventory management and timely order fulfillment.
 Conduct physical inventory audits once a week to verify accuracy against Prodsmart records.
 Maintain accurate records for receiving and shipping, including packing slips.
 Prepare and distribute data reports, inventory reports, and defect reports to customers.
 Generate billing sheets and daily operational reports for warehouse activities.
 Track and report payable hours for all warehouse labor.
 Manage the non-conforming materials area and prepare RMAs to return defective parts to
suppliers weekly.
 Enforce adherence to safety protocols, 5S principles, and ISO standards within the warehouse.
 Conduct weekly Layered Process Audits (LPA) to ensure compliance with established procedures.
 Conduct monthly Warehouse Health & Safety Audit.
 Develop and implement Quality Alerts (QA) to address and rectify operational issues.
 Oversee the Warehouse Escape and Resort KPI Tracker.
 Review daily production KPIs and lead huddle meetings to discuss performance metrics and
operational updates.
 Implement CAPA (Corrective and Preventive Actions) to address customer complaints and issues.
 Identify opportunities for continuous improvement to enhance warehouse operations.
 Oversee and manage training programs for new hires, as well as ongoing development for existing
staff to ensure high performance and adherence to standards.

 Supervisor:
 Oversee daily warehouse operations, assigning tasks to associates and team leaders to ensure
smooth workflow.
 Lead by example, working alongside the team to set performance standards and expectations.
  Monitor inventory levels and coordinate the replenishment of stock to maintain optimal inventory
levels.
 Ensure associates and team members are accurately updating inventory records in Prodsmart.
 Supervise quality control processes to ensure compliance with established standards and
specifications.
 Ensure adherence to work instructions and standard operating procedures (SOPs).
 Conduct daily Process Observation Audits (POAs) to verify compliance and identify areas for
improvement.
 Address and resolve operational issues promptly, providing necessary support to the team and
associates.
 Maintain and update the non-conforming material logbook, ensuring proper storage of non-
conforming parts.
 Implement and sustain 5S principles within the warehouse, conducting daily 5S audits to ensure a
clean and organized workspace.
 Maintain the label printing logbook, ensuring accurate and up-to-date records.
 Enforce a strong culture of safety, ensuring all team members adhere to safety protocols and
guidelines.
 Train and mentor team members, ensuring they are knowledgeable in warehouse procedures and
safety protocols.
 Facilitate continuous improvement initiatives, identifying opportunities for process enhancements
and efficiency gains.
 Foster a culture of continuous improvement, encouraging team members to contribute ideas and
solutions.

 Team Leader (TL):

 Assist the Supervisor in managing daily warehouse activities and ensure smooth operations.
 Serve as the acting supervisor in the absence of the Warehouse Supervisor, ensuring continuity.
 Assign tasks to associates based on daily priorities set by the Supervisor.
 Ensure necessary resources and materials are available for the team to perform their duties.
 Monitor inventory levels, report shortages, and address equipment malfunctions to the Supervisor.
 Maintain accurate records of daily activities and performance.
 Assist in overseeing quality control processes to ensure compliance with standards.
 Ensure team adherence to work instructions, procedures, and safety protocols.
 Conduct and maintain the non-conforming material logbook as required.
 Address and resolve operational issues, escalating to the Supervisor when necessary.
 Provide guidance and support to team members, fostering a collaborative work environment.
 Ensure timely and accurate reporting of any issues or discrepancies to the Supervisor.
 Support the implementation and maintenance of 5S principles within the warehouse.
 Promote a culture of safety, ensuring all team members follow established safety protocols.
 Participate in continuous improvement initiatives, identifying opportunities for process
enhancements and operational efficiency.

 Material Handler:
 Verify incoming materials against purchase orders.
 Inspect materials for damage and accuracy.
 Adhere to safety protocols and guidelines while handling materials.
 Operate material handling equipment safely and efficiently.
 Store materials in designated areas according to warehouse layout and storage requirements.
 Maintain accurate records of received materials and inventory transactions.
  Report any discrepancies or issues to supervisors promptly.
 Maintain cleanliness and organization of work areas to uphold 5S standards.
 Assist supervisors and team leaders in daily warehouse activities as needed.
 Collaborate with team members to ensure efficient workflow and task completion.
 Identify opportunities for process improvement related to material handling and storage.
 Participate in continuous improvement initiatives to enhance warehouse operations.
 Report equipment malfunctions or maintenance needs to appropriate personnel.

 Associates:
 Execute tasks related to assembly, picking, packing, kitting, labeling, and 3PL operations.
 Ensure accuracy and efficiency in all assigned tasks.
 Adhere to 5S principles to maintain a clean and organized workspace.
 Follow safety protocols and guidelines to ensure a safe working environment.
 Collaborate with Team Leaders and Supervisors to achieve daily operational goals.
 Assist in maintaining workflow efficiency and completing tasks within designated timelines.
 Maintain high standards of quality in assembly, packing, and other related tasks.
 Report any quality issues or concerns to Team Leaders or Supervisors promptly.
 Assist in inventory control by accurately counting and recording stock movements.
 Maintain records of work activities, inventory transactions, and any issues encountered.
 Report any discrepancies or operational issues to Team Leaders or Supervisors as necessary.
 Operate warehouse equipment and machinery safely and according to operational guidelines.
 Report equipment malfunctions or maintenance needs to appropriate personnel promptly.

4. Step-by-Step Guide for Operations (Assembly, Picking and Packing, Kitting, Rework and
Repair, Labeling)

Step by step guide of conducting Daily Operations in the warehouse

 Project Coordinator provides schedules for each shift and sets up jobs in Prodsmart.
 Supervisor decides which assemblies/Work to prioritize and assigns tasks to the team.
 Supervisor provides necessary resources and sets targets for the team.
 Supervisor verifies the start and end of production in Prodsmart.
 Material Handler provides necessary raw materials.
 Team Leader, along with associates, performs tasks as assigned.
 Team Leader reports task completion in Prodsmart and verifies proper packing.
 Material Handler picks up and stores finished products.
 Supervisor assigns another task to team members.

5. Quality Control

 Conduct Process Observation Audits (POAs daily in each shift) and Layered Process Audits (Weekly by
Project Co-ordinator) to ensure compliance with procedures.
 Document and address non-conformities.
 Implement corrective actions to prevent recurrence.

6. Health and Safety

 Project Co-ordinator and Supervisor make sure that all the safety guidelines and procedures are being
followed.
  All the employees must use personal protective equipment (PPE) daily.
 Report any safety hazards or incidents to the Supervisor.

7. Continuous Improvement

 Collect feedback from all personnel on warehouse operations.

 Identify areas for improvement and implement changes.
 Monitor the effectiveness of changes and adjust as needed.

8. Documentation

 Maintain records of schedules, receipts, inspections, and shipments.

 Ensure all documentation is accurate, up-to-date, and accessible.

9. Training

 Provide training to all personnel on warehouse procedures and ISO 9001:2015 requirements.
 Conduct regular refresher training sessions.