Project Expeditor

POSITION DESCRIPTION

TITLE:

Project Expeditor

DEPARTMENT:

Procurement

REPORTS TO:

Procurement Supervisor

FLSA:

Non-Exempt

WORK SCHEDULE:

8:00am – 5:00pm

TRAVEL REQUIRED:

0%

LOCATION:

Lakewood, CO

MANAGEMENT:

No

EEO:

Administrative Support Workers

JOB FAMILY:

Administrative Support Workers

A Little About Us: ZAP is a full-service engineering, design, and construction management firm servicing the oil & gas, heavy industrial, mining, and manufacturing sectors. From our Lakewood, Colorado office, we execute projects across North America spanning from California to Florida and Canada down to Mexico. Our projects range in size from simple engineering studies or maintenance repairs to full-scale design of large facilities. ZAP operates at a fast-pace while providing a team-centric approach to our work.

About your role:

This is a hands-on, full-time position with day-to-day duties that include working the procurement process, procurement status reporting, vendors, delivery of project documentation and materials. The Procurement Expeditor manages procurement data including data entry, engages in communication with external parties to obtain detailed status information regarding procurements, and report that information to the internal project team. This position tracks the status of procurements and reports on the status. The Project Expeditor prepares procurement deliverables in line with established templates to facilitate project progression and reporting.

Essential Duties and Major Responsibilities

- Attention to detail, and accuracy in data entry.

- Data entry in business systems and MS Excel.

- Liaison with Project Buyers, Project Managers, Engineering and Vendors.

- Track the status of all project orders.

- Deal with order issues, under orders, over orders and damaged goods.

- Produce and maintain all project procurement status and materials tracking reports.

- Internal & External routing of engineered drawings between company, supplier and client.

- Communicates well through verbal and written communication with internal stakeholders to receive and distribute information internally and externally.

- Identities issues at the project level and communicates with proper stakeholders regarding issues.

- Ability to review and evaluate the information for substantive details.

- Assist with other duties as assigned.

Education

- Bachelor's High School diploma or GED required. Associates or bachelor’s degree preferred.

- 1+ years of administrative experience

Type of Experience Needed to be Successful

- Ability to follow detailed procedures and work instructions with attention to detail to ensure accuracy of data.

- Excellent written and verbal communication skills.

- Proficiency in Microsoft Office Suite, including Word, Outlook, and Excel, as well as other software required to execute daily tasks.

- Ability to take responsibility for own tasks, deliverables, and timelines.

Supervisory Expectations:

- The position does not have any regular responsibility for overseeing or supervising the work of other team members.

Independence of Action

- Work progress is monitored by project buyers, supervisor/manager; incumbent follows precedents and procedures and may set priorities and organize work within general guidelines established by supervisor/manager/leader.

Physical Demands and Work Environment: (The phrases "occasionally," "regularly," and "frequently" correspond to the following definitions: "occasionally" means up to 1/3 of working time, "regularly" means between 1/3 and 2/3 of working time, and "frequently" means 2/3 and more of working time.)

- The work environment is the typical office environment. The employee must complete their work satisfactorily in an environment where there are significant distractions, including [staff, clients, and vendors walking through and conversing, telephones ringing, conversations carrying over, loud noises, and interruptions to answer questions from others.

- The physical demands described here represent those that an employee must meet to successfully perform the essential functions of this job. In many cases, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms, and stoop, kneel, crouch, or crawl.

- The employee must rarely lift and/or move up to 25 pounds and should do so in a sound and safe manner. This job's specific vision abilities include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Hours:

Company Hours

This position works 8:00 AM to 5:00 PM. Hours vary and are dependent on business needs.

40 Hour Work Week

Monday through Friday, Hours may vary with the workload.

Evenings/Weekends/OT

As needed to satisfy the requirements of the position.

Core Competencies:

- Detail Oriented – Consistently checks and rechecks work product for accuracy. Able to manage multiple tasks while accurately performing essential job functions. Prepares accurate and thorough reports, emails, and data as required by the position.

- Oral Communication and Written Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; writes clearly and informatively; Edits work for spelling and grammar; Able to read and interpret written information. Ability to communicate with clients or customers.

- Teamwork - Balances team and individual responsibilities; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed. Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting.

- Reasoning and Problem Solving - Basic problem solving skills to be able to resolve simple problems quickly and effectively.

- Planning/Organizing - Basic self-direction and responsibility for own tasks, deliverables and timelines.