Project Equipment Delivery Expeditor

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Job Summary:

Seeking a highly organized, proactive, and results-oriented Contractual Project Equipment Delivery Expeditor crucial to the successful and on-time completion of projects. This role proactively manages the end-to-end flow of critical fabricated equipment, collaborates closely with procurement teams, engineering teams and vendors on whom orders are placed, and ensures strict adherence to demanding project schedules and stringent quality standards. The ideal candidate will possess a strong understanding of the chemical process industry, a proven ability to identify and mitigate risks, and a demonstrable track record of driving timely and cost-effective equipment deliveries.

Key Responsibilities:

• Pre-Order and Expediting Planning:

Participate in pre-award meetings with engineering team and vendors, thoroughly review procurement packages and technical specifications from an expediting perspective and develop comprehensive expediting plans for all critical equipment items.

• Proactive Production Schedule Management:

  Diligently monitor and manage production schedules for a variety of fabricated process equipment (e.g., reactors, heat exchangers, storage tanks, pressure vessels), anticipating potential delays and implementing effective corrective and preventative measures.

• Vendor and Supplier Coordination:

  Collaborate with approved vendors, OEMs, and fabrication shops to ensure timely delivery and strict adherence to engineering and safety specifications relevant to chemical industry standards (e.g., ASME, API, ISO, specific environmental and regulatory requirements).

• Material and Inventory Oversight:

  Monitor vendor-held inventory and raw material availability to proactively identify and mitigate potential production bottlenecks and material shortages, particularly for critical-path items.

• Delivery and Logistics Coordination:

  Manage all facets of logistics and transportation of equipment to designated site locations, ensuring full compliance with handling procedures for hazardous or sensitive materials and oversized/heavy equipment. This includes a strong understanding of Incoterms and experience with customs clearance processes.

• Quality and Compliance Monitoring:

  Coordinate, track, and ensure the successful execution of critical inspections, including Factory Acceptance Testing (FAT), weld inspections, hydro testing, and relevant third-party certifications, to meet stringent quality assurance protocols and chemical industry regulations.

• Stakeholder Communication:

  Maintain consistent, clear, and proactive communication with all internal stakeholders (engineering, procurement, project management, site construction, quality assurance) and external partners, tailoring communication effectively to different audiences. Provide timely and accurate updates on order status, potential delays, and implemented mitigation strategies.

• Issue Resolution and Escalation:

  Proactively identify, thoroughly analyse, and implement effective solutions to issues that may impact fabrication or delivery timelines, ensuring minimal disruption to project schedules and potential cost overruns. Escalate critical issues appropriately and in a timely manner.

• Documentation and Records:

  Ensure the accurate and organized creation and maintenance of all relevant documentation, including purchase orders, delivery schedules, inspection records, non-conformance reports, project logs, and communication records, ensuring easy accessibility and auditability.

• Process Optimization:

  Proactively identify opportunities for process improvement within the equipment delivery workflow, contributing to the development and implementation of best practices to reduce lead times, enhance vendor performance, and improve overall supply chain efficiency within the context of chemical manufacturing projects.

• Proactive Risk Management and Mitigation:

  Identify potential risks to equipment delivery schedules early in the process, develop robust mitigation strategies, and track key performance indicators (KPIs) related to vendor performance and delivery timelines to ensure proactive risk management.

• Efficient Change Order Management:

  Monitor and expedite any changes to equipment specifications or delivery schedules, thoroughly assessing their impact on timelines and costs, and communicating these impacts effectively with all relevant stakeholders.

• Seamless Interface with Site Teams:

  Coordinate closely and proactively with site construction and installation teams to ensure smooth and efficient equipment handover and integration upon delivery, addressing any delivery-related issues that may arise during site receipt and installation.

• Detailed Performance Reporting:

  Prepare regular and comprehensive reports on the status of critical equipment deliveries, clearly highlighting any potential or actual delays, associated risks, and proposed or implemented solutions for management review.

• Commercial Awareness and Cost Control:

  Understand the commercial implications of delivery delays and actively work to minimize any potential cost impacts. Assist in the resolution of invoice discrepancies related to equipment deliveries.

Qualifications:

• Bachelors degree in mechanical engineering, Supply Chain Management, Industrial Engineering, or a related technical discipline.
• Minimum of 4-6 years of progressive experience in expediting, procurement, or supply chain management, with a strong preference for direct experience expediting fabricated equipment within the chemical, petrochemical, oil & gas, or similar process industries.
• In-depth understanding of fabricated equipment commonly used in chemical processing and associated quality and safety standards (e.g., ASME codes, API standards, ISO certifications).
• Strong negotiation, interpersonal, communication (both written and verbal), and presentation skills with the ability to interact effectively with diverse stakeholders.
• Proven proficiency in utilizing Enterprise Resource Planning (ERP) or Material Requirements Planning (MRP) systems (e.g., SAP, Oracle) and Microsoft Office Suite (Word, Excel, PowerPoint, Project).
• Familiarity with International Commercial Terms (Incoterms) is desirable.
• Basic understanding of project management principles and methodologies.
• Demonstrated strong analytical and problem-solving skills with the ability to think critically and make sound decisions under pressure