Projects Expeditor / Coordinator - Edmonton, AB (Hybrid / Full Time)

Unified Alloys; Edmonton; On-site; CAD 45,000 - 65,000; Full time

Job summary

Unified Alloys is seeking a detail-oriented Projects Expeditor / Coordinator to manage order entry, expediting, and documentation for project orders. You will work closely with vendors, internal teams, and customers to ensure on-time delivery and accurate paperwork across domestic and overseas shipments.

The role requires strong organizational skills, problem-solving abilities, and proficiency with distribution software and MS Office, with a focus on maintaining strong vendor relationships and

Qualifications

• Excellent listening and communication abilities.
• Strong organizational skills and attention to detail.
• Proven problem-solving and analytical abilities in fast-paced environments.
• Familiarity with distribution software and MS Office.
• Experience with vendor coordination and documentation workflows.
• Self-motivated and results-driven with multitasking abilities.

Responsibilities

• Coordinate order entry and management, ensure accurate data and invoicing instructions.
• Expedite purchases and shipments, chase on-time delivery and resolve delays.
• Coordinate shipments, prepare paperwork, and track deliveries and inspections.
• Review MTRs and ensure AML/TAV and customer specs are met.
• Confirm Ariba orders and communicate with sales and admin teams.
• Submit invoices to AP and manage overseas shipments.

Skills

Effective listening

Verbal & written communication

Organization

Attention to detail

Problem-solving

MS Office

Tools

Microsoft Office Suite

Distribution software

Aconex

Fusion

Job description

PROJECTS EXPEDITOR / COORDINATOR

Unified Alloys is a leader in providing quality stainless steel and corrosion resistant process piping products across Canada. Since 1976, our reputation for excellence has been built on ethical business practices, exceptional customer service, and an unwavering commitment to quality. Central to our success is our skilled and passionate team, whose dedication drives our continued growth. We foster a collaborative and motivating environment where Teamwork, Integrity and Excellence are at the core of everything we do, enabling us to achieve our goals while upholding the highest ethical standards.

Position Summary:

We are seeking a detail-oriented and highly organized Projects Expeditor / Coordinator to support order management, expediting, and documentation within our fast-paced industrial distribution environment. This role is responsible for coordinating and expediting purchase orders, material shipments, and documentation for project-based customer orders, working closely with vendors, internal departments, and the Projects Team to ensure orders are entered, tracked, and delivered accurately and on time. The successful candidate will bring diligent follow-up, strong problem-solving skills, and close attention to detail to support reliable customer service and strong vendor relationships.

Order Entry/Order Management

• Create part numbers with accurate weights for non-stock items.
• Ensure all reservations are made and delayed items are dated accurately.
• Ensure all vendors acknowledge issued POs with shipping dates, and verify material against the purchase order.
• Obtain freight quotes to maximize profitability on each order.
• Ensure the correct account is used and that Administration is aware of any special invoicing instructions.
• Handle customer concerns related to any shipping errors or MTR’s.
• Handle customer/vendor returns.
• Ensure packing slips match receivers and all MTR’s are together and correct freight is in the purchase order.
• Ensure suppliers are fulfilling the agreed upon terms and conditions of the purchase order and advise the Procurement Lead and Buyer of any discrepancies.
• Input releases to ready material for shipment and invoice all releases after shipment has gone out.

Expediting

• Follow up with vendors to ensure on-time delivery, or obtain an explanation for delays so the information can be relayed to the customer.
• Follow up with overseas vendors to ensure on-time delivery and work with freight forwarders if required to book containers and vessel/rail shipments.
• Obtain tracking numbers for shipments when required.
• Problem solve for any cases of missing documents, shipments or deliveries.

Coordinate Shipments

• Ensure inspectors are booked if required.
• Work with shipping companies handling incoming orders and ensure warehouse staff is advised and has the appropriate paperwork.
• Coordinate pass through shipments and ensure project inspector is present with all required paperwork.
• Ensure customer/fab shop is advised of incoming shipments/truckloads and that the appropriate equipment is on site for offloading.
• Ensure all paperwork is emailed in advance.
• Track shipments and verify receipt of shipments as required.
• Keep an updated manifest for incoming material, including dates and vendor follow-ups.

MTR Review

• Review MTR’s of incoming material to ensure the requirements are met to clear customs (country of melt and pour).
• Confirm incoming material meets AML/TAV requirements.
• Confirm incoming material meets customer specifications relevant to each order (NACE requirements, ASTM year/edition, x-ray, etc.).
• Provide support to code MTR’s as required (order numbers, item numbers, and special ident codes).

Ariba Confirmations

• Confirm that orders and updates in Ariba are properly acknowledged, and communicate with the salesperson in charge of the order.
• Coordinate acknowledgements with non-project order desk staff when non-typical Ariba orders arrive.
• Work with Administration when special invoicing requirements are to be used in Ariba.
• Advise manager of any delays in Ariba.

Overseas Shipments

• Update the project spreadsheet to notify Accounts Payable (AP) of upcoming invoices and payment dates.
• Submit invoices to AP with clear instructions and supporting paperwork.
• Follow up to ensure payments are made and proof of payment is forwarded to the manufacturer so Telex release forms can be issued and storage fees avoided.

Documentation/Drawings Approvals & Coverage

• Ensure required drawings are submitted on time for approval.
• Ensure MTR’s required for approval are submitted for tagging and approval.
• Provide backup coverage for documentation duties as needed, including learning customer specific documentation mark‑ups and knowing the passwords and functionality of relevant portals, such as Aconex and Fusion.
• Maintain database, keeping organized folders for document control.
• Make sure all documents are submitted and approved for the final data record book.
• Keep VDR current for all document submittals.

Other Duties

• This position can be quite fluid and may include project specific duties as required.
• Support executive level reporting for the Projects Department Head.
• Manage meeting documentation and ensure proper items are posted.
• Support the Administration Team when project duties slow down.
• Take all reasonable action necessary to carry out delegated responsibilities, so long as such action does not deviate from established policies or conflict with sound business judgment.
• Adhere to Quality, Health and Safety requirements, company policies, and ISO standards and directives.
• Act as a leader and ensure Health and Safety issues and concerns are reported and addressed.
• Work as a contributing team member, establishing fair working relations and maintaining a positive, professional attitude with internal and external stakeholders.

Why Join Our Team?

• Impactful Work: Play a key role in keeping project orders on track, from purchase order through delivery.
• Collaborative Environment: Work alongside experienced teams in Sales, Operations, Warehouse, and the Projects Team where your contributions are valued.
• Competitive Compensation: We offer a competitive salary and benefits package that reflects your experience and skills.
• Growth & Development: Build expertise across order management, expediting, and documentation processes at a growing industrial distribution company.

Desired Skills and Qualifications:

• Effective listening, communication (verbal and written), and phone skills.
• General knowledge of product.
• Demonstrated integrity and ethical standards.
• Exceptional problem-solving and analytical abilities in a fast-paced environment.
• Strong knowledge of applicable policies and procedures.
• Accuracy and attention to detail.
• Working knowledge of company-utilized distribution software, Microsoft Office Suite, and contact management systems.
• Self‑motivated, goal‑oriented, and results‑driven.
• Strong organizational skills with the ability to multitask and adapt to changing priorities.

Company website: www.unifiedalloys.com