Assistant Inventory and Purchasing Agent / Receptionist

Job Description

Job Description

Salary: $24.23-$28.80 per hour

General Position Summary:

The Assistant Inventory and Purchasing Agent / Receptionist provides purchasing, inventory, and administrative support for the Port. This position is responsible for assisting with the procurement of materials, supplies, equipment, and services while maintaining inventory levels and supporting receiving and accounting functions. The position also serves as the first point of contact for visitors and callers by providing professional receptionist and customer service support.

Essential Functions/Major Responsibilities:

• Purchase materials, supplies, equipment, and services from approved vendors.
• 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
• 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

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.
• 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.

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.