Senior Expeditor - Desk

Job description / Role

Company Overview

Petrofac is a leading international service provider to the energy industry, with a diverse client portfolio including many of the world's leading energy companies. We design, build, manage, and maintain infrastructure for our clients. We recruit, reward, and develop our people based on merit regardless of race, nationality, religion, gender, age, sexual orientation, marital status, or disability. We value our people and treat everyone who works for or with Petrofac fairly and without discrimination.

The world is re-thinking its energy supply and energy security needs, planning for a phased transition to alternative energy sources. We are here to help our clients meet these evolving energy needs.

This is an exciting time to join us on this journey.

Are you ready to bring the right energy to Petrofac and help us deliver a better future for everyone?

Scope of Responsibilities

• Effectively participate in the procurement process and has the responsibility to expedite suppliers for timely delivery of materials and services in line with contractual specifications and project execution schedule. Maintain a professional and healthy relationship with suppliers and service providers, and objectively assess supplier performance.
• Comply with HSSE and company policies, procedures, code of business conduct, and legislation performance of the duties.
• Review the scope of supply of the purchase order, required on-site dates, and supplier's historical performance. Exchange communication protocol with supplier and receive purchase order acknowledgment from buyer.
• Arrange and moderate the post-award kick-off meeting to discuss supplier's engineering and manufacturing schedule, supplier document requirements and submission dates, preliminary key documents, communication protocols, progress reporting, and project formats. Identify possible delay risks and liaise with Project Engineer to mitigate the causes.
• Acquire information on supplier's proposed project engineering and manufacturing schedules, supplier's document index, and key documents as identified and mutually agreed with supplier. Discuss both plans with project planner and project engineer.
• Monitor the timely receipt of supplier's engineering deliverables and return of commented documents.
• Expedite supplier's procurement activities to ensure suborders of materials and respective deliveries are in line with supplier's engineering and manufacturing schedules. Obtain copies of suborders and monitor supplier's procurement activities for timely delivery.
• Maintain expediting records in E-folder for each Purchase Order including key documents such as supplier contacts, field expediting reports, schedules and plans, key engineering drawings, inspection and expediting reports, and order status related documents.
• Identify progress milestones mutually with supplier and monitor supplier's performance towards achieving these milestones. Resolve any potential operational issues that may impact the delivery.
• Assess potential delay risks and analyze supplier's proposed revised execution plan. Recommend a recovery plan in case of slippage in consultation with the Principal Expediting Engineer. Monitor the recovery of delays and implementation of remedial actions. Obtain prior approval from the Project Engineer for any technical change.
• Carry out a routine check for expediting requirements at supplier's shop and intimate the appropriate satellite office for the required expediting visits after consultation with the Expediting Manager and Project Management.
• Solicit supplier to maintain an inspection plan in line with the execution schedule. Request inspection notification and liaise with QA/QC for recommending inspection mode. Coordinate inspection visits with suppliers and Third Party Inspection Agencies (TPIA).
• Administer the TPA's inspection visits to supplier shop. Receive flash report from inspector and follow up on approvals by QA/QC. Review inspection report and verify for compliance with PO requirements in consultation with QA/QC and respective disciplines.
• Review inspection release note (IRN) issued by QA/QC and release materials for shipping. Issue the shipping release note (SRN) to supplier and logistic team to trigger the shipping process.
• Expedite suppliers' submission of shipping documents and liaise with the shipping department for timely movement of goods. Plan shipping of critical or larger cargo prior to readiness of consignment. Liaise with freight forwarder and shipping department for quick transportation of equipment to site. Maintain relationship between shipping, accounts payable, and procurement department.
• Monitor material journey and obtain material receipt voucher from material controller on site. Investigate causes of shortage or excess supplies. Contact supplier to supplement any shortages or discuss with respective Procurement Engineer to resolve claims for damages and unsatisfactory materials. Ensure a clean material receipt report.
• Advise supplier with invoicing instructions in line with the purchase order terms and conditions. Verify supplier invoices for payment against progress milestones. Advise supplier and accounts payable of any discrepancies and return any incorrect invoice to supplier. Request a new correct commercial invoice.
• Regularly update order progress in PPCS to reflect the latest status of the Purchase Orders.
• Maintain updated records reflecting the Engineering status, Sub-Order, Manufacturing and inspection schedules, and Shipping Releases for the assigned orders. Alert Project Management of any problematic areas and provide recommendations for resolving general and specific problems.
• Extract various progress reports using PPCS and other respective platforms to track the supplier's progress, documents' status, inspection, and shipping dates. In case of any issues, get the same resolved with the help of the Principal Expediting Engineer.
• Expedite supplier's submission of final Material Record Book (MRB).
• Initiate completion of certification for progress and final payments.
• Maintain performance metrics and coordinate with respective disciplines and functions for the completion of the Supplier Performance Evaluation by asserting the supplier's delivery performance, supplier quality performance, on-time delivery, and engineering performance.
• Perform any related duties and responsibilities as and when required.

Years of Experience Required

12+ years of experience in expediting.

Education Level Required

Engineering

About the Company

Petrofac is an international provider of facilities solutions to the oil & gas production and processing industries.

Petrofac delivers services through seven business units: Engineering & Construction, Engineering & Construction Ventures, Engineering Services, Offshore Engineering & Operations, Training, Production Solutions and Energy Developments.

Through these businesses, Petrofac designs and builds oil & gas facilities; operates, maintains and manages facilities and trains personnel; enhances production; and, where it can leverage its service capability, develops and co-invests in upstream and infrastructure projects.

Petrofac’s range of services meets its customers’ needs across the full life cycle of oil & gas assets.