Senior Buyer/Expeditor

Job Summary:

Senior buyer/expeditor is responsible for supporting tenders for new work and awarded projects in managing procurement activities for minor equipment and “bulks” type materials packages in accordance with planned timelines. Sourcing, RFQ, bid clarification, commercial evaluations and conforming commercial agreements in tendering and project execution phase. Issue of conformed purchase order agreements and post award commercial management and expediting of packaged equipment through to final delivery and commercial close out. Supports the supply chain management team in achieving project cost and schedule targets.

Primary Duties:

• Manages the overall procurement and delivery process for assigned minor equipment packages and “bulks”’ type procurement
• Interfaces with the engineering department for the timely issue of scopes of work, make-to-order and associated documents for assigned RFQ packages.
• Pre-qualifying suppliers where required
• Ensures the use of existing providers for relevant goods and services
• Preparation of single source justifications where required
• Preparation of bid lists when required
• Compiles and issues RFQs to bidders via the Yates system
• Coordinates issue of and responses to bid clarifications
• Arranges and hosts bid clarification meetings when required
• Takes an active role in negotiations with suppliers
• Develops and maintains commercial evaluation of bids for each package
• Negotiates best available price /discount from selected bidder
• Negotiates and agrees (jointly with Supply Chain Management) any progress payments against key deliverables
• Manages and responds to qualifications to terms & conditions of purchase while elevating to Supply Chain Management where required
• Develops “special conditions of purchase” document reflecting all agreed qualifications to the project terms and conditions of purchase for each package for attachment to purchase order
• Interfaces with Engineering regarding the preparation and issue of technical bid evaluations, and “approved for purchase” scopes of work and associated technical documents
• Produces and manages purchase orders via the Yates supply chain system
• Issues purchase orders and applicable attachments via Yates system.
• Arranges kick off meetings where required and verifies that the supplier is in full agreement with the scope of supply and all commercial agreements and is fully aware of the documentation (drawings, data progress reports procedures etc.) which are to be submitted for review, and that the supplier understands the submittal procedure
• Manages cost and schedule variations including project approvals and issue of purchase order and change orders as required
• Establishes an initial supplier representative to verify receipt of order and location of manufacturers, contact details, schedule, and status of any sub-orders
• Ensures invoice compliance with assigned packages
• Ensures any required bank guarantees are in place before approving invoices for payment
• Expedites timely submission of required progress status reports.
• Expedites supplier submitting DDSR documentation in accordance with agreed submittal dates
• Updates expediting reports with key data from supplier progress reports
• Monitors the project review and approval cycle for documents to ensure that manufacture is not delayed
• Expedites the engineering, procurement or manufacture of the supplier’s equipment in accordance with the contractually accepted production and delivery schedule
• Arranges package progress meetings with suppliers
• Manages interface with quality control department to ensure that suppliers’ manufacturing is inspected regularly and in accordance with any integrated tactical planning
• Reports any deviations from schedule to project management and Supply Chain Management
• Forecasts delivery status of orders and regular updates in the expediting module and other project expediting reports as necessary
• Liaises with project materials controller/logistics coordinator for issue of draft of the incremental risk charge documents and release notes as and when items are ready for shipment
• Follows-up on over, short, or damaged reports utilizing the OSD register
• The responsibility of the expediting function ends when all equipment is delivered (point of delivery) documentation is complete, all invoices are paid, and the purchase order has been closed out
• Training new personnel within a similar role and responsibilities scope
• Assistance in the management of procurement and delivery for assigned intermediate-level packages
• Assistance to Yates finance and cost departments for invoices, troubleshooting, and purchase order amendments in the Yates Supply Chain system
• Supporting ongoing projects by collaborating with the project manager and discipline leads to project status, identifying opportunities for improvement, delays, and areas requiring additional focus
• Recommend workaround plans to keep the project on track
• Demonstrate Yates Core Values and Principles
• Follow Yates Code of Conduct
• Safety Responsibilities and Expectations
  • Responsible for refusing unsafe work and for carrying out all work in accordance with the established Yates Safety Procedures and Work Practices
  • Report all incidents, near hits and hazards to management
  • Required to wear and maintain personal PPE
  • Advise fellow employees of hazardous situations
  • Comply with statutory requirements, including duty of care
  • Participating in required and/or assigned training
  • Provide suggestions to improve Safety
  • Present a mature approach to working safely
  • Attend prestart and Safety meetings and contribute
  • Assists with administering the site safety program as required and ensuring Trade Partner compliance with OSHA standards and Yates Site Specific Requirements and all applicable safety codes and regulations
• Other related duties as needed and assigned by the Manager in support of the successful completion of the project.

Qualifications:

• Bachelor’s degree in Construction Management, Engineering, supply chain or a related field (preferred)
• A qualification in supply chain or commercial management is preferred but significant project experience and some form of professional qualifications, e.g. a degree, diploma or certificate etc. in a related subject is acceptable
• Five (5) or more years in a similar role
• Proven experience as a buyer and expeditor or in a similar procurement role, preferably in a senior capacity
• Experience with legal and regulatory requirements related to procurement
• Knowledge of relevant legal and compliance requirements related to procurement understanding of supply chain principles, including logistics and inventory management
• Exposure to EPC-type lump sum and reimbursable projects
• Documented experience in the procurement of major equipment packages for heavy industrial construction projects
• Experience in expediting delivery of purchased equipment and associated supplier documentation
• Basic knowledge and understanding of materials management systems and processes and practical experience in maintaining purchasing/expediting data in materials management systems.
• Demonstrated experience with materials management systems

Requirements:

• Five (5 ) years of purchasing experience in procuring process equipment and bulk materials
• Excellent negotiation and analytical skills
• Ability to manage multiple purchase orders and prioritize tasks under tight deadlines
• Proficiency in Microsoft Office Suite, including Word and Excel
• Strong working knowledge of procurement management tools
• Well-rounded base of knowledge in construction disciplines
• Skilled at negotiating
• Demonstrated understanding of commercial terms and conditions and ability to negotiate the same

Competencies:

• Attention to detail to ensure accuracy in contracts, pricing, and specifications
• Excellent communication and interpersonal skills to build and maintain strong relationships with suppliers and internal stakeholders.
• Strong problem-solving and analytical skills
• Strong prioritization and organizational skills
• Adaptability
• Communication
• Critical Thinking
• Problem Solving
• Decision Making
• Strategy
• Collaboration

Physical Demands/Essential Job Functions:

This job description reflects an assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. Physical requirements for this role may include but are not limited to walking, standing, operating tools/equipment, and lifting items (up to 25 lbs.). Tasks may also be carried out in varied weather conditions and environments as applicable to the position.

About Yates Construction

Ranked among the top commercial and industrial construction companies in the country by Engineering News-Record, Yates Construction is family-owned and provides a wide range of construction and building services. Incorporated in 1964 by William G. Yates Jr., we have steadily grown to become one of the top commercial and industrial construction companies in the nation. We are financially sound, with a significant bonding capacity and vast personnel and equipment resources.

Our portfolio includes commercial and industrial projects from various sectors, including arts and culture, civil, commercial, education, entertainment and gaming, federal, healthcare, hospitality, manufacturing, municipal, retail, and technology. We work hard to understand our client’s business needs and continually look for opportunities to provide additional value to our clients and their projects.

Our client relationships are the foundation of our success, and our primary goal is to help each of our clients achieve their vision. We do this by carefully managing the details and complexities of each project and communicating constantly with all team members.

Yates Construction provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal and state law requirements.

Yates complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.