Project Procurement & Logistics Coordinator

Petroplan; Houston (TX); On-site; USD 90,000 - 130,000; Full time

Job summary

Petroplan is seeking a Project Procurement & Logistics Coordinator to support a major power generation project in Houston. You will coordinate post-award procurement activities, focusing on supplier expediting, transportation, inspection coordination, and documentation management.

You will liaise with suppliers, Supply Chain, Engineering, Quality, and project teams to ensure material manufacturing, inspection, shipping, receiving, and documentation meet project requirements.

Qualifications

• Bachelor's degree in a related discipline.
• Minimum of 7 years of progressive experience in procurement coordination, supplier expediting, logistics, or related field.
• Experience supporting major capital projects (power, LNG, EPC, heavy industrial) preferred.
• Experience with ERP platforms such as Oracle, SAP, GEP, Coupa, or JD Edwards.

Responsibilities

• Monitor assigned purchase orders from award through manufacturing, inspection, shipment, delivery, documentation, and final closeout.
• Track supplier engineering documents, milestones, inspections, and delivery dates.
• Conduct regular supplier status reviews and validate progress against milestones.
• Identify delayed or at-risk equipment and coordinate recovery plans with suppliers.
• Coordinate with procurement and contracts to address execution issues requiring notices or escalation.
• Coordinate transportation, logistics, and shipment planning; address export/import and customs requirements.
• Develop and maintain integrated shipment schedules and coordinate with site readiness and storage needs.
• Review and resolve OS&D reports and maintain an OS&D tracking register.
• Coordinate required inspections and supplier quality surveillance; maintain inspection records.
• Track customs clearance and import documentation; ensure regulatory compliance.
• Maintain procurement records in project systems and seek process improvements.

Skills

Expediting

Scheduling

Data management

Problem solving

Stakeholder management

Excel

Communication

Education

Bachelor's degree in Supply Chain Management, Logistics, Business Administration, Engineering, Construction Management, or related discipline

Tools

Oracle

SAP

GEP

Coupa

JD Edwards

Job description

Position Overview

A leading energy organization is seeking an experienced Project Procurement & Logistics Coordinator to support a major power generation project. This individual will be responsible for coordinating post-award procurement activities, with a focus on supplier expediting, transportation and logistics, inspection coordination, supplier quality surveillance, customs and duties, material deliveries, and documentation management.

The successful candidate will serve as a key liaison between suppliers, Supply Chain, Engineering, Quality, logistics providers, subcontractors, and project management teams to ensure equipment and materials are manufactured, inspected, shipped, received, and documented in accordance with project requirements.

This role will provide oversight and visibility throughout the purchase order execution process, proactively identifying and resolving supply chain issues that could impact project construction, commissioning, costs, or overall schedule.

Key Responsibilities

• Monitor assigned purchase orders from award through manufacturing, inspection, shipment, delivery, documentation, and final closeout.
• Track supplier engineering documents, manufacturing milestones, critical-path activities, inspections, readiness-to-ship dates, and required delivery dates.
• Conduct regular supplier status reviews and validate reported progress against established project milestones.
• Identify delayed or at-risk equipment and materials, coordinate recovery plans with suppliers, and escalate potential schedule impacts.
• Coordinate with procurement and contracts personnel to address execution issues requiring contractual notices, commercial remedies, or further escalation.

Transportation, Traffic & Logistics

• Coordinate transportation and logistics requirements for project equipment and materials, including shipping origins, destinations, routing, delivery instructions, and required delivery dates.
• Monitor material movement from supplier facilities through final project delivery and communicate shipment updates and potential delays.
• Coordinate with freight forwarders, carriers, suppliers, and subcontractors regarding shipment planning, receiving readiness, and delivery schedules.
• Ensure applicable export, import, and customs-clearance requirements are addressed before shipment.
• Coordinate documentation for Builder's All Risk insurance, marine surveillance, cargo surveys, heavy-haul transportation, and other project-specific shipping requirements.
• Develop recovery plans for delayed, damaged, misrouted, or otherwise disrupted shipments.

Over, Short & Damaged (OS&D) Management

• Review and coordinate the resolution of Over, Short & Damaged (OS&D) reports received from suppliers, carriers, and receiving subcontractors.
• Maintain an OS&D tracking register documenting equipment identification, issue descriptions, responsible parties, corrective actions, target resolution dates, and final disposition.
• Work directly with suppliers to resolve material shortages, transit damage, incorrect shipments, missing documentation, and other receiving discrepancies.
• Coordinate replacement materials, repairs, field service, returns, credits, freight claims, and other corrective actions.
• Ensure all outstanding OS&D issues are resolved and properly documented before purchase order closeout.

Inspection & Supplier Quality Coordination

• Coordinate required inspections, witness points, hold points, and supplier quality surveillance activities in accordance with purchase order and project requirements.
• Ensure Engineering, Quality, Project Management, and other stakeholders receive timely inspection notifications.
• Track inspection progress, nonconformance reports, release documentation, and outstanding actions required before shipment.
• Maintain visibility of supplier inspection records and support quality documentation reviews and audits.
• Escalate inspection findings and incomplete quality documentation that could impact manufacturing, shipment, material acceptance, or project schedules.

Customs, Duties & Import Coordination

• Support the evaluation and documentation of applicable tariffs, duties, and import requirements associated with project equipment and materials.
• Coordinate with suppliers, customs brokers, freight providers, Procurement, Tax, and project stakeholders to address import documentation and customs requirements.
• Monitor customs-clearance activities and identify documentation gaps that could delay shipments or material deliveries.
• Track critical international shipments and escalate potential detention, demurrage, duty, or regulatory compliance issues.

Material Delivery & Site Coordination

• Develop and maintain integrated shipment and delivery schedules for critical and long-lead equipment and materials.
• Coordinate delivery schedules with construction priorities, site readiness, storage capacity, laydown requirements, and material preservation needs.
• Verify material receipt status and coordinate resolution of receiving discrepancies with the appropriate stakeholders.
• Coordinate supplier documentation required for material receipt, acceptance, turnover, preservation, and commissioning.
• Maintain alignment between Procurement, Engineering, Construction, Warehouse, Quality, Commissioning, and Operations teams.

Reporting & Project Coordination

• Develop and maintain project dashboards tracking supplier progress, inspections, shipments, customs clearance, deliveries, OS&D issues, documentation, and outstanding actions.
• Prepare weekly status reports identifying delayed, at-risk, overdue, or unresolved supply chain activities requiring management attention.
• Participate in supplier, procurement, logistics, construction, and project coordination meetings while tracking action items through completion.
• Maintain accurate, organized, and auditable procurement execution records within applicable project and procurement systems.
• Identify opportunities to improve shipping, delivery coordination, supplier expediting, materials management, and procurement reporting processes.
• Perform additional duties as required to support project and business objectives.

Required Knowledge & Skills

Procurement & Supply Chain Knowledge

• Understanding of project procurement execution, supplier expediting, logistics coordination, material receiving, and supply chain management.
• Working knowledge of domestic and international transportation, shipping documentation, customs clearance, tariffs, duties, and freight claims.
• Familiarity with inspection coordination, supplier quality documentation, nonconformance follow-up, and release-to-ship requirements.
• Understanding of owner-furnished equipment, EPC project interfaces, construction sequencing, and materials management practices.
• Experience supporting LNG, electric utilities, power generation, pipelines, or oil and gas projects is preferred.

Technical & Professional Skills

• Strong organizational, expediting, scheduling, data management, and problem-solving abilities.
• Excellent communication and stakeholder-management skills when working with suppliers, contractors, engineers, quality personnel, and project teams.
• Ability to manage multiple suppliers, shipments, and competing deadlines in a fast-paced project environment.
• Advanced Microsoft Excel and reporting capabilities.
• Familiarity with ERP, procurement, logistics, and project-document management systems.

Required Qualifications

• Bachelor's degree in Supply Chain Management, Logistics, Business Administration, Engineering, Construction Management, or a related discipline preferred. Equivalent education, experience, and relevant certifications may be considered.
• Minimum of 7 years of progressive experience in procurement coordination, supplier expediting, logistics, materials management, supplier quality coordination, or a related project supply chain function.
• Experience supporting major capital projects, power generation, LNG, EPC, construction, or other heavy industrial environments preferred.
• Hands-on experience tracking purchase orders, supplier manufacturing progress, inspections, shipments, and material deliveries.
• Demonstrated experience resolving OS&D issues and coordinating with suppliers, carriers, customs brokers, freight forwarders, and site receiving teams.
• Experience with procurement and ERP platforms such as Oracle, SAP, GEP, Coupa, or JD Edwards preferred.
• Primarily performed in an office or project-office environment.
• Position requires travel to supplier facilities, logistics locations, project sites, and other company locations.
• Occasional work outside normal business hours, including evenings and weekends, may be required to support critical project activities, inspections, shipments, deliveries, and supplier coordination.
• Supplier and project-site visits may require personal protective equipment (PPE) and compliance with applicable safety, security, drug and alcohol, and site-access requirements.
• Must be comfortable working in a project-driven environment with changing priorities, schedule pressures, and coordination across multiple stakeholders.