Procurement Expeditor

Propak Systems Ltd.; Airdrie; On-site; CAD 52,000 - 70,000; Full time

Job summary

Propak Systems Ltd. is seeking an Expeditor to own the lifecycle of open purchase orders, acting as the primary link between suppliers, logistics providers, and internal stakeholders. You will drive on-time material delivery and accurate status reporting to support project schedules.

The role requires strong analytical skills, ability to manage high‑volume priorities, and experience with ERP systems and INCO terms. Office-based with occasional shop floor visits in a fast-paced environment.

Qualifications

• Minimum 1 to 3 years of focused experience in supply chain management.
• Understanding of procurement, logistics, and end-to-end supply chain processes.
• Familiarity with materials and major equipment used in oil and gas fabrication.
• Ability to work under pressure with high-volume, time-critical priorities.
• Analytical and solution-oriented with ability to resolve delays.
• Strong multitasking, time-management, and organizational skills.
• Proficiency with ERP systems and MS Office (Outlook and Excel).
• Knowledge of INCO terms and import/export documentation.
• Ability to negotiate expedited freight terms.
• Strong communication and collaboration with suppliers and internal teams.
• Commitment to ethical procurement practices.

Responsibilities

• Monitor open purchase orders from issue to final receipt.
• Coordinate with suppliers, freight forwarders and internal teams.
• Arrange complex transportation and apply INCO terms.
• Review documentation and update ERP delivery status.
• Maintain expediting reports for project managers.
• Identify and mitigate delays to protect production schedules.

Skills

Supply chain experience

Procurement basics

Oil & gas fabrication materials

Pressure management

Analytical thinking

Multitasking

ERP & MS Office

INCO terms

Freight negotiation

Communication

Ethical sourcing

Tools

ERP systems

Microsoft Office

Job description

Operating with autonomy, the Expeditor manages the complete lifecycle of open purchase orders (POs), serving as a primary liaison between suppliers, logistics providers, and internal stakeholders (including Project Management and Fabrication). Key functions include executing complex tracking methods, resolving logistical discrepancies, managing urgent delivery requirements (including complex freight negotiations), and ensuring accurate material status reporting across the organization. This role is fundamental to maintaining project schedule integrity and operational efficiency.

Preferred Qualifications and Skills

• Minimum 1 to 3 years of focused experience in supply chain management.
• Basic understanding of procurement, logistics, and end-to-end supply chain processes in the industry.
• Familiarity with the materials and major equipment used in the fabrication of oil and gas facilities.
• Exceptional ability to work under pressure and handle high-volume, time‑critical priorities with tight deadlines.
• Highly analytical and solution‑oriented – possessing the ability to quickly assess complex logistical problems and develop creative, effective solutions to mitigate schedule delays.
• Mastery of multi‑tasking, time‑management, and organizational skills to simultaneously track dozens of critical purchase orders across various projects.
• Proficiency in leveraging ERP systems and Microsoft Office Suite (Outlook and Excel are essential) for advanced tracking, reporting, and data analysis.
• Strong knowledge of international trade terms (INCO terms) and import/export documentation is a significant asset required for managing global material flow.
• Ability to professionally negotiate expedited freight terms and secure prioritized delivery commitments from suppliers.
• Superior communication and interpersonal skills required for assertive yet collaborative engagement with suppliers, project managers, and other key internal teams.
• Unwavering commitment to ethical procurement practices and the highest standard of professional conduct.

Working Conditions

• Office‑based role with occasional visits to the shop floor and warehouse environments.
• Some visits to supplier locations.
• Standard 40‑hour work weeks apply; however, flexibility is expected during peak project periods or critical deadlines to meet operational needs.
• Fast‑paced, deadline‑driven environment requiring adaptability, attention to detail, and effective multi‑tasking.

Core Responsibilities

Proactive Logistics Management & Delivery Assurance

• Order Lifecycle Management: Monitor the status of all open purchase orders (POs) from issuance through to final receipt at Propak or site, aiming to ensure all materials are received and readily available on or before current shop start dates.
• Supplier Coordination: Act as the primary coordinator with suppliers, freight forwarders, and internal teams (Warehouse, Shop, Project teams) to track progress, ensure timely delivery, and address immediate material delivery issues.
• Logistical Complexity: Arrange and manage complex transportation for material shipments, including displaying a full understanding of INCO terms and ensuring their proper application to all deliveries to ensure compliance.
• Documentation & System Accuracy: Review, verify, and track all incoming documentation (freight shipments, vendor spreadsheets, packing lists) and accurately update delivery status and required information in the ERP system and centralized tracking tools.

Risk Mitigation & Issue Resolution

• Critical Path Monitoring: Proactively monitor future orders and key project materials to ensure deliveries remain on track, resolving delays and obstacles that interrupt the smooth flow of material before they impact production.
• Disruption Mitigation: Identify and mitigate potential supply chain disruptions or delays by escalating critical issues to Project Procurement Leads and recommend concrete corrective actions.
• Schedule Reporting & Alignment: Maintain and update detailed expediting reports for project managers. Confidently report when Propak schedule changes or internal shifts negatively impact vendor delivery commitments.
• Reconciliation & Compliance: Ensure suppliers meet all contractual obligations, including agreed‑upon promise dates and delivery terms. Collaborate with the Warehouse, QC, and Accounts Payable to swiftly reconcile delivery and documentation discrepancies.

Operational Expertise & Knowledge Transfer

• Operational Integration: Develop a well‑rounded understanding of material handling and internal operations/design practices at Propak, applying practices and strategies that positively impact material flow all the way through to use in the fabrication shop.
• Process Improvement: Participate in the review and development of internal processes and work instructions related to expediting, leveraging experience to embed best practices across the department.
• Mentorship: Display the ability to effectively train and coach entry‑level Project Procurement Coordinators or Expeditors in the basic standards and high‑level strategies of expediting at Propak.
• Strategic Execution: Employ strategic and creative approaches to meet highly challenging delivery schedules and assist in vendor performance evaluations based primarily on delivery timelines and responsiveness.
• Professionalism: Consistently uphold a high standard of procurement ethics and display outstanding professionalism while acting as a key operational representative for Propak.