Projects Expeditor

• Main purpose of job
• To ensure that materials, equipment, services, and documentation required for projects and production are procured and delivered in accordance with project schedules, contractual commitments, quality requirements, and approved budgets.
• The Project Expeditor is responsible for monitoring supplier performance, procurement progress, manufacturing progress, fabrication activities, logistics and delivery commitments; expediting critical materials and equipment; coordinating with suppliers and internal stakeholders to minimise delays; ensuring that purchased goods and services meet required quality standards; and achieving the best overall value through obtaining competitive pricing, quality products, and reliable supplier performance.
• The role serves as a critical link between project management, engineering, procurement, production, suppliers, subcontractors, logistics providers, inspection agencies, and customers.
• The role proactively identifies delivery risks, monitors supplier and manufacturing progress, drives corrective action plans, and ensures high-quality outcomes to safeguard project profitability and customer satisfaction.
• The role contributes directly to project profitability, customer satisfaction, and on-time completion of engineering, manufacturing, fabrication, procurement, logistics, and construction activities.
• Key Accountabilities
• Production Scheduling & Material Tracking
• Review and analyze production schedules, procurement plans, and manufacturing schedules daily to track active project orders against contractual deadlines.
• Generate and review outstanding ERP (AX/SAP) order reports weekly to monitor contract items, raw stock, and consumables against negotiated due dates.
• Update procurement tracking registers and expediting schedules regularly, closing out fulfilled orders to maintain accurate, real-time data.
• Sourcing, RFQs & Supplier Evaluation
• Issue RFQs and evaluate supplier quotations against Bills of Materials (BOMs), technical specifications, quality standards, lead times, and commercial viability.
• Conduct supplier capability and delivery assessments to drive best-value outcomes and initiate corrective action processes with underperforming vendors.
• Active Expediting & Risk Management
• Actively expedite critical path materials, equipment, fabricated components, and outsourced services through direct communication with vendors.
• Track key supplier milestones including manufacturing, inspection, testing, dispatch, and transit.
• Identify, report, and escalate supply chain, manufacturing, or logistics risks early; collaborate with suppliers and internal teams to build effective recovery plans.
• Cross-Functional Coordination & Communication
• Participate in daily/weekly production and project meetings to present updates on procurement status, material availability, and supply chain risks.
• Work closely with Workshop, Manufacturing, Logistics, Stores, Quality, and Engineering teams to manage material availability and resolve operational queries.
• Manage queries regarding procurement impacts and provide advance notice when deliveries deviate from original schedules to enable proactive mitigation.
• Quality, Documentation & Logistics
• Verify required documentation—including shipping notes, inspection reports, data packs, and quality control records—prior to order closeout and payment processing.
• Ensure all delivered goods and services comply with technical specifications, quality standards, and customer specifications.
• Coordinate freight, customs/logistics, and site delivery arrangements to ensure safe and timely arrival.
• Governance, Compliance & Safety
• Adhere strictly to Howden Environmental, Health, and Safety (EHS) standards and promote a continuous improvement safety culture.
• Ensure full compliance with Baker Hughes corporate governance requirements, procurement policies, delegated authority limits, SOX internal controls, and ERP system workflows.
• Support internal and external quality, operational, and financial audits.

Key Performance Indicators (KPI’s)

• Project Delivery ≥95% of critical project procurement milestones achieved on time. ≥90% on-time delivery performance for project-critical materials and equipment.
• Reduction in project delays attributable to procurement or supplier performance.
• Supplier Performance
• Supplier progress updates completed for 100% of critical orders.
• Corrective action plans implemented within agreed timeframes for identified supplier issues.
• Reporting & Controls
• Weekly project expediting reports issued accurately and on time. 100% accuracy of procurement tracking registers.
• Critical delivery risks escalated within 24 hours of identification.
• Stakeholder Satisfaction
• Positive feedback from Project Managers and Production Managers.
• Timely response to procurement and project-related enquiries.
• Effective coordination of cross-functional project activities.
• Safety & Compliance
• Zero safety violations attributable to role activities. 100% compliance with safety, EHS, SOX, and procurement governance rules.
• Timely completion of required training and compliance activities.
• Success in the Role
• Success is demonstrated through proactive management of supplier and project commitments, accurate reporting, high on-time delivery performance, reduced procurement-related delays, and effective support of project execution within a heavy engineering environment

Skills, Knowledge & Competencies

• Core Competencies
• 1.     Planning & Organisation- Effectively prioritises activities, manages competing deadlines, and ensures project commitments are achieved and works well under pressure.
• 2.     Communication- Delivers clear, concise, and accurate verbal and written information to technical and non-technical stakeholders.
• 3.     Stakeholder Management-Customer oriented and develops productive working relationships and positively influences outcomes.
• 4.     Problem Solving- Proactively identifies risks, investigates root causes, and implements practical mitigation plans.
• 5.     Attention to Detail- Demonstrates high precision in data entry, expediting registers, tracking, reporting and compliance records.
• 6.     Commercial Awareness- Recognizes how supplier performance directly impacts project margins, schedules, and customer relationships.
• Essential skills, knowledge & behaviours
• Certificate, Diploma, Trade Qualification, Technical Qualification or equivalent practical experience in Engineering, Manufacturing, Construction, Procurement, Supply Chain or Project Management.
• Minimum 3 years’ experience in a project, procurement, expediting, production planning or supply chain environment.
• Experience within heavy engineering, manufacturing, mining, power generation, oil & gas, infrastructure or industrial projects.
• Strong understanding of procurement, fabrication, manufacturing and industrial logistics processes.
• Proficiency in Microsoft Office Suite (advanced proficiency in Excel)..
• Proven ability to read and interpret project schedules, manufacturing plans, production schedules Gantt charts, and Bills of Materials.
• Desirable skills, knowledge & behaviours
• Direct experience expediting within complex project and custom manufacturing environments.
• Expediting in a projects environment.
• Familiarity with project controls, contract administration frameworks, vendor inspections, and supplier audits.
• Experience with ERP systems such as SAP, Pronto, Microsoft Dynamics or similar.
• Exposure to project controls, scheduling or supply chain management.
• Knowledge of contract administration and project delivery frameworks.
• Experience with vendor inspections and supplier audits.
• Complexity and creativity
• Complicating factors
• Irate internal customers and suppliers.
• Demanding supplier delivery when external factors do not allow it to happen.
• Managing multiple project stakeholders (customers and vendors), competing delivery priorities and changing project schedules.
• Resolving supply chain disruptions, quality concerns and logistics constraints.
• Formulating alternative logistics and recovery plans on short notice
• Judgement and decisions
• Judgements
• Discerning the authenticity and accuracy of supplier delay notifications.
• Assessing supplier performance and delivery risks.
• Determining critical path risks that require immediate management escalation.
• Determining the significance of schedule impacts and escalation requirements.
• Evaluating supplier recovery plans to determine viability.
• Decisions
• Make a call when to arrange goods overnight to meet production demands.
• Make a call when change orders are needed to amend due dates.
• Make a call when to escalate issues to management level.
• Recommend corrective actions to minimise schedule impacts.
• Request supplier recovery plans and coordinate actions to improve supplier performance.
• Working Relationships-
• Internal Stakeholders and External Stakeholders
• Internal
• Project Managers
• Engineering Teams
• Procurement Team / Purchasing Team
• Production / Workshop Management & Shop Floor Personnel Manufacturing Personnel
• Factory workers up to Managers
• Quality Assurance & EHS Teams
• Logistics & Stores Personnel
• Senior Management
• Direct Superior
• External

1.     Equipment Suppliers

2.     Material Vendors

3.     Subcontractors

4.     Fabricators

5.     Freight Forwarders & Logistics Providers

• 6.
• Customers and Client Representatives
• 7.
• Third-Party Inspection Agencies
• Travel
• Yes, 50%.
• Authority

1.     The Project Expeditor is authorised to

• 2.     Directly engage with suppliers to obtain progress updates, commitments, and formal recovery plans.
• 3.     Recommend and approve emergency overnight/expedited freight arrangements where required.
• 4.     Recommend change orders to adjust purchase order due dates.
• 5.     Escalate non-performing suppliers to Senior Procurement & Project Management.