Specialist Expediting

About the Role

International Maritime Industries is seeking a Specialist, Expediting to join its team. This full-time role is responsible for expediting assigned Purchase Orders/Packages, ensuring the timely delivery of materials to the required destination in accordance with IMI policies and procedures. The Specialist plays a critical role in securing the quality and timely delivery of materials and services, contributing to project success.

Key Responsibilities

• Examine and ensure supplier acknowledgment of purchase orders, verifying that promised dates, deliverables, and FAT/Inspection activities are achievable.
• Develop and implement expediting follow-up plans tailored to the complexity of each Purchase Order.
• Determine Incoterms and Payment Milestones (LC/CAD/ABG/PBG) to facilitate the initiation of manufacturing at supplier facilities.
• Coordinate with suppliers and the Project Team to ensure package dossier requirements (GAD, ITP, Production Schedule, Quality package, Final Dossier) are delivered according to schedule and contract specifications.
• Monitor and expedite missing or returned documents/drawings from Suppliers/contractors and Engineering/Operations.
• Establish and conduct weekly Expediting, OSD, and E&P meetings with internal stakeholders as required, monitoring the Return on Sales (ROS) against critical packages.
• Track manufacturers' production schedules (Gantt Charts) to identify delivery improvement opportunities, critical paths, early detection of delays, and mitigation plans.
• Maintain and update data in relevant systems to ensure accurate tracking of project materials progress.
• Acquire weekly or bi-weekly progress reports on materials/services.
• Monitor, control, and mitigate issues impacting manufacturing, inspection, and delivery.
• Escalate issues promptly to supplier senior management and the IMI team, seeking alternative solutions.
• Maintain an action list from project meetings to provide updates on materials/services flow.
• Identify disruptions in supplier/contractor submission and delivery schedules through regular progress meetings.
• Communicate regularly with assigned suppliers to ensure the latest delivery information is updated and relayed to the project team.
• Collaborate with suppliers and the project team to create recovery plans for delivery schedule slippages.
• Coordinate with the IMI warehouse/project team to ensure GRN/SES completion and posting in the ERP system.
• Facilitate communication between supplier/contractor and IMI finance regarding payment methods and bank guarantees.
• Work with the logistics team to arrange shipments from suppliers.
• Adopt a proactive approach to problem-solving.
• Collaborate with the Buyer, Senior Expeditor / Division Head-Expediting, PPM, and PM to adapt to changes and meet project critical material requirements.
• Manage Purchase Order volume with shorter lead times for fast-paced projects (MRO).
• Update and share weekly Expediting Schedules with relevant stakeholders.
• Monitor and close all Outstanding Deliveries (OSDs) to maintain a manageable count.
• Ensure purchase order closure in the system with complete package documents.

Qualifications and Experience

• 2-5 years of relevant experience.
• Ability to communicate with confidence.
• Physically fit and able to work in extreme climatic conditions.
• Excellent listening skills and assertive leadership capabilities.
• Strong interpersonal skills.
• Proficiency in documentation, computer operations, procedures, and systems.
• Demonstrated ability in problem definition and resolution.
• Leadership, motivation, and teamwork skills.
• Proactive approach, with the ability to listen to others' views and respond logically without resorting to authority.
• Ability to relate effectively at all levels.
• Conscientious, thorough, and capable of handling detailed, routine work.
• Resilience under pressure and capable of managing competing priorities.