Assistant Inventory and Purchasing Agent / Receptionist

Job Description

Job Description

General Position Summary :

The Assistant Inventory and Purchasing Agent / Receptionist is responsible for coordinating purchasing, inventory management, procurement administration, and front office operations for the Port. This position independently manages purchasing activities for assigned commodities and services, maintains inventory levels to support Port operations, coordinates with vendors and internal departments to ensure timely procurement, and provides exceptional customer service as the primary front office representative.

The Assistant serves as the primary backup to the Lead Purchasing and Inventory Specialist, assuming purchasing, inventory, and procurement responsibilities during the Lead's absence to ensure continuity of operations and uninterrupted support to all Port departments.

This position exercises independent judgment in purchasing decisions, vendor coordination, inventory planning, and problem resolution while ensuring compliance with Port purchasing policies, budget requirements and all local government purchasing laws per Oregon Public Contracting Code.

Essential Functions/Major Responsibilities :

• Purchase materials, supplies, equipment, and services from approved vendors according to Oregon Public Contracting Code.
• Maintain inventory levels for designated stock items.
• Manage the purchase requisition process.
• Work with management, operators, engineers, and other departments to determine material requirements for projects and daily operations.
• Solicit quotations from approved suppliers, evaluate pricing and availability, and assist in awarding purchases.
• Monitor purchase orders to ensure timely delivery and follow up on delayed or backordered materials.
• Assist in identifying and evaluating new suppliers.
• Provide material cost information to support budgeting and project planning.
• Coordinate with the Accounting Department to resolve invoice and accounts payable discrepancies.
• Support receiving operations by assisting with material identification, tagging, shipping documentation, and communication with suppliers.
• Maintain accurate purchasing and inventory records
• Serve as the primary backup to the Lead Purchasing and Inventory Specialist by assuming responsibility for daily purchasing, procurement, inventory coordination, vendor communications, and related operational functions during the Lead's absence.
• Prioritize purchasing requests and respond to operational emergencies to ensure uninterrupted support of Port operations.
• Maintain continuity of purchasing and inventory operations by making independent decisions within established policies and procedures when the Lead is unavailable.
• Answer and direct incoming telephone calls in a courteous and professional manner.
• Greet visitors, customers, vendors, and contractors and direct them to the appropriate department or staff member.
• Provide general assistance to employees with routine administrative requests.
• Perform filing, document preparation, data entry, and other clerical duties as assigned.
• Provide excellent customer service while maintaining a professional front office environment.

Secondary Functions : 

• Assist with special projects and other related duties as assigned by the supervisor
• Cross-train with the Lead Purchasing and Inventory Specialist to maintain proficiency in all purchasing, inventory, and procurement functions.
• Perform the essential duties of the Lead Purchasing and Inventory Specialist during scheduled and unscheduled absences, including coordinating procurement priorities, resolving vendor issues, and supporting departmental purchasing needs.

Specific Job Skills : 

• Excellent organizational and time management skills.
• Strong verbal and written communication skills.
• Professional customer service and telephone etiquette.
• Ability to prioritize multiple tasks and manage frequent interruptions.
• Proficiency with Microsoft Office and standard office equipment.
• Ability to maintain accurate purchasing and inventory records.
• Ability to work independently and as part of a team.
• Ability to read, write, speak, and understand English.
• Forklift certification or the ability to become certified.
• Ability to occasionally lift, bend, stoop, reach, and stand for extended periods.
• Ability to work indoors and outdoors in varying weather conditions as needed.
• Comprehensive knowledge of Port purchasing policies and procurement procedures.
• Ability to independently coordinate purchasing and inventory operations in the absence of the Lead Purchasing and Inventory Specialist.
• Ability to exercise sound judgment and make decisions regarding procurement priorities and vendor issues within delegated authority.
• Must be able to pass a pre-employment background check and drug screen.

Education and/or Experience : 

• High school diploma or equivalent required.
• Two (2) or more years of purchasing, inventory control, administrative support, or related experience preferred.
• Experience with purchasing software is preferred.
• Experience with Oregon Public Contracting Code is preferred.

Job Conditions : 

Work is performed in both an office and operational environment. The position requires frequent interaction with employees, vendors, customers, and the public, along with occasional work in maintenance areas and outdoor environments. Exposure may include varying temperatures, noise, dust, fumes, chemicals, and other conditions typical of industrial and port operations. Frequent interruptions and changing priorities are expected.