Project Expediter

Project Handoff & Setup

• Receive awarded projects from the quotations or sales team and review all relevant project information.
• Confirm that necessary documentation, pricing, customer requirements, vendor information, and project details are available before processing.
• Establish and maintain organized project records from handoff through completion.
• Identify missing information or potential issues and work with the appropriate team members to resolve them before theycreate delays.
• Maintain clear visibility into the current status and next required action for each assigned project.

Submittal Coordination

• Coordinate the preparation and submission of required product submittals and project documentation.
• Gather required documentation and information from manufacturers, vendors, and internal resources.
• Organize submittal packages and ensure required documentation is complete before submission.
• Submit or distribute documentation to the appropriate customer, contractor, salesperson, or project contact.
• Track submittal status and follow up on outstanding approvals.
• Communicate requested revisions or changes to the appropriate internal team members, manufacturers, or vendors.
• Maintain accurate records of submitted, revised, approved, and final project documentation.
• Ensure required approvals are received before orders are released when applicable.

Purchasing & Order Processing

• Prepare and place purchase orders with manufacturers and vendors based on approved project requirements.
• Ensure purchase orders accurately reflect approved quantities, pricing, products, delivery requirements, and other project information.
• Review vendor and manufacturer order acknowledgments for accuracy.
• Compare acknowledgments against purchase orders and project documentation to identify discrepancies.
• Resolve discrepancies involving quantities, pricing, products, shipping information, or other order details.
• Maintain accurate records of purchase orders, acknowledgments, revisions, and related correspondence.

Order Tracking & Expediting

• Track open purchase orders and maintain current information regarding production status, lead times, estimated ship dates, and expected delivery dates.
• Proactively follow up with manufacturers and vendors regarding outstanding orders.
• Identify potential delays or problems before they impact the customer or project schedule.
• Communicate changes in lead times, availability, or delivery schedules to the appropriate internal and external contacts.
• Escalate significant delays or project concerns when necessary.
• Maintain accurate and current project status information throughout the life of the order.

Delivery Coordination

• Coordinate deliveries with customers, contractors, vendors, warehouse personnel, transportation providers, and internal teams as appropriate.
• Confirm delivery requirements, requested dates, locations, and other necessary information prior to shipment.
• Ensure all parties have accurate and timely information regarding upcoming deliveries.
• Coordinate partial shipments or staged deliveries when required.
• Monitor deliveries through completion and address issues that may affect the project schedule.
• Maintain documentation related to deliveries and project completion.

Shortages, Damages & Issue Resolution

• Coordinate the resolution of shortages, damaged products, incorrect shipments, missing items, and other order-related issues.
• Communicate with customers, manufacturers, vendors, warehouse personnel, and internal teams to determine the appropriate resolution.
• Arrange replacement products, replacement orders, returns, credits, or other corrective actions when necessary.
• Track outstanding issues through resolution rather than simply passing them to another department.
• Keep affected parties informed of the status and expected resolution.
• Document project issues and resolutions appropriately.

Customer, Vendor & Internal Communication

• Serve as a central point of coordination for assigned projects after project award.
• Provide timely project-status updates to customers, contractors, salespeople, and other internal team members.
• Maintain professional communication with manufacturers and vendors regarding orders, lead times, documentation, and delivery requirements.
• Respond promptly to requests for project information.
• Communicate proactively when schedules change or potential problems arise.
• Work collaboratively with quotations, sales, purchasing, warehouse, accounting, and other departments to ensure successful project execution.

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Education:

• High school or equivalent (Required)

Experience:

• Project coordination: 2 years (Preferred)
• Logistics: 2 years (Preferred)

Work Location: In person

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