Inventory Coordinator - PORTLAND, OREGON

Socket.dev; Portland (OR); On-site; USD 38,000 - 48,000; Full time

Job summary

Socket.dev is seeking an administrative assistant to handle mail distribution, prepare reports, and maintain files. The role involves entering inventory movements, reconciling daily data, and compiling monthly and annual activity reports for billing.

Strong communication and Microsoft Office skills are essential; experience with SAP is a plus. The position is full-time and on-site in Portland, OR, with occasional overtime and weekend coverage as needed.

Qualifications

• 0–2 years of administrative experience, industry operations preferred.
• Strong verbal and written communication skills required.
• Proficiency in Word, Excel, PowerPoint; basic Access knowledge helpful.
• Ability to work with teams and manage multiple tasks to meet deadlines.
• Attention to detail and accuracy in data entry and reporting.

Responsibilities

• Handle and distribute incoming and outgoing mail and maintain files.
• Prepare departmental computer reports, quotes, letters, and related documents.
• Enter data of customer product movements in inventory database and reconcile daily movements.
• Compile monthly, weekly, and annual activity reports for accounts and billing.
• Support terminal operators and assist with outside activities as needed.
• Answer driver questions and update billing information from contractor services.

Skills

Verbal communication

Written communication

Microsoft Word

Excel

PowerPoint

Access

SAP

Teamwork

Attention to detail

Time management

Education

High school diploma or equivalent

Tools

Access

Office software

Job description

Position Summary

Responsible for support functions such as handling and distributing incoming and outgoing mail, preparation of departmental computer reports, quotes, letters, and maintenance of files. Use Top Tech Software to support driver questions.

Major Accountabilities

• Responsible for reconciling daily movements, gains and losses and entering appropriate pipeline receipt information into the terminal system. Prepare month-end inventory balances report.
• Full-time, hourly employee, with overtime for weekends. Requires employees to work non-standardly: 8:00 a.m. to 4:30 p.m. each day and every other weekend.
• Enters data of customer product movements in inventory database.
• Compiles end of month figures for Accounts Receivables department.
• Reconciles product movements with customer inspection company for billing purposes.
• Enter monthly throughput amounts on company website for emissions monitoring.
• Updates daily stock report.
• Compiles monthly dock and pipeline activity reports.
• Compiles weekly stock and activity report.
• Compiles annual customer activity report.
• Records daily inventory gauges on tank data report.
• Verifies the daily gain or loss for each tank.
• Prepares and sends third party movement tickets to outside customers
• Obtains terminal quantities from either Toptech or enters the information into the system.
• Does ship and barge vetting along with railcar traffic if terminal scheduler is on leave.
• Help terminal operators with outside activities as needed.
• Writes incoming traffic report.
• Answers driver unloading and loading questions.
• Update billing information from contractor services.

Education Requirement

• High school diploma or equivalent required

Experience Requirement

• 0-2 year administrative experience required. Experience in industry operations preferred.
• Secretarial experience in industry operations preferred
• Excellent verbal and written communication skills with strong interpersonal skills required.
• Need to have proficient skills in Microsoft Word, Excel, and PowerPoint, with working knowledge of Access, and SAP preferred.
• Strong attention to detail, with the ability to proof work for accuracy
• Must be able to effectively communicate with all levels of management and customers.
• Ability to work in a team-oriented environment is required with both office and field operators.
• Must be able to work overtime as required.
• Basic knowledge of petroleum products and industry terminology required.
• Effective analytical and problem-solving skills required. Tank inventory in barrels, gallons, and pounds.
• Experience operating numerous office machines including fax, copiers, typewriters, and computers required.
• Ability to coordinate effectively and with other personnel, corporate departments, as well as with external customers required.
• Ability to prioritize and handle multiple tasks and projects concurrently, managing time and scheduling to meet appropriate deadlines.
• Ability to work independently with limited supervision and independently conduct job accountabilities including reconciliation of tank inventories.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Primarily a desk type job, which will require daily operations a computer. Otherwise, daily activities will include attendance at meetings and travel will be minimal. Trips into terminal to assist operators do occur.
• While performing the duties of this job, the employee is regularly required to walk, sit, talk, and hear. Climbing terminal tanks does occur to assist operations personnel.
• The employee is often required to stand; use hands to handle, feel, or use finger dexterity; reach with hands and arms; and may occasionally be required to climb or balance; and stoop, kneel, crouch, or crawl. No lifting over 50 pounds.
• Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and ability to adjust focus. May be required to sit for a long period of time.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Majority of work performed is in the office.

Job will require an early starting time, around 8:00 a.m. each morning; however, the daily job will end at 4:30 p.m. each afternoon. .