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

1. ≥95% of critical project procurement milestones achieved on time.
2. ≥90% on-time delivery performance for project-critical materials and equipment.
3. Reduction in project delays attributable to procurement or supplier performance.

Supplier Performance

1. Supplier progress updates completed for 100% of critical orders.
2. Corrective action plans implemented within agreed timeframes for identified supplier issues.

Reporting & Controls

1. Weekly project expediting reports issued accurately and on time.
2. 100% accuracy of procurement tracking registers.
3. Critical delivery risks escalated within 24 hours of identification.

Stakeholder Satisfaction

1. Positive feedback from Project Managers and Production Managers.
2. Timely response to procurement and project-related enquiries.
3. Effective coordination of cross-functional project activities.

Safety & Compliance

1. Zero safety violations attributable to role activities.
2. 100% compliance with safety, EHS, SOX, and procurement governance rules.
3. 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

1. Certificate, Diploma, Trade Qualification, Technical Qualification or equivalent practical experience in Engineering, Manufacturing, Construction, Procurement, Supply Chain or Project Management.
2. Minimum 3 years’ experience in a project, procurement, expediting, production planning or supply chain environment.
3. Experience within heavy engineering, manufacturing, mining, power generation, oil & gas, infrastructure or industrial projects.
4. Strong understanding of procurement, fabrication, manufacturing and industrial logistics processes.
5. Proficiency in Microsoft Office Suite (advanced proficiency in Excel)..
6. Proven ability to read and interpret project schedules, manufacturing plans, production schedules Gantt charts, and Bills of Materials.

Desirable skills, knowledge & behaviours

1. Direct experience expediting within complex project and custom manufacturing environments.
2. Expediting in a projects environment.
3. Familiarity with project controls, contract administration frameworks, vendor inspections, and supplier audits.
4. Experience with ERP systems such as SAP, Pronto, Microsoft Dynamics or similar.
5. Exposure to project controls, scheduling or supply chain management.
6. Knowledge of contract administration and project delivery frameworks.
7. Experience with vendor inspections and supplier audits.

Complexity and creativity

Complicating factors

1. Irate internal customers and suppliers.
2. Demanding supplier delivery when external factors do not allow it to happen.
3. Managing multiple project stakeholders (customers and vendors), competing delivery priorities and changing project schedules.
4. Resolving supply chain disruptions, quality concerns and logistics constraints.
5. Formulating alternative logistics and recovery plans on short notice

Judgement and decisions

Judgements

1. Discerning the authenticity and accuracy of supplier delay notifications.
2. Assessing supplier performance and delivery risks.
3. Determining critical path risks that require immediate management escalation.
4. Determining the significance of schedule impacts and escalation requirements.
5. Evaluating supplier recovery plans to determine viability.

Decisions

1. Make a call when to arrange goods overnight to meet production demands.
2. Make a call when change orders are needed to amend due dates.
3. Make a call when to escalate issues to management level.
4. Recommend corrective actions to minimise schedule impacts.
5. Request supplier recovery plans and coordinate actions to improve supplier performance.

Working Relationships- Internal Stakeholders and External Stakeholders

Internal

1. Project Managers
2. Engineering Teams
3. Procurement Team / Purchasing Team
4. Production / Workshop Management & Shop Floor Personnel Manufacturing Personnel
5. Factory workers up to Managers
6. Quality Assurance & EHS Teams
7. Logistics & Stores Personnel
8. Senior Management
9. 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.