Project Expeditor

Position Summary 

The Project Expeditor is responsible for monitoring, coordinating, and expediting engineering deliverables, equipment fabrication and delivery, procurement activities, vendor documentation, materials, and project milestones to ensure projects remain on schedule. This position works closely with Project Managers, Engineering, Procurement, Vendors, and Construction teams to identify potential delays, resolve outstanding issues, and maintain accountability for project commitments. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable following up with internal and external stakeholders to drive timely completion of assigned tasks. 

Key Responsibilities 

Project Scheduling & Expediting 

• Monitor project schedules, deliverable registers, and milestone commitments. 
• Track engineering deliverables and ensure completion by established deadlines. 
• Proactively follow up with responsible parties regarding outstanding action items. 
• Identify potential schedule delays and escalate concerns to Project Managers. 
• Coordinate with engineering disciplines to prioritize critical deliverables. 
• Maintain accurate expediting logs and status reports. 

Procurement & Vendor Coordination 

• Monitor purchase orders, material requisitions, and vendor delivery schedules. 
• Follow up with suppliers regarding manufacturing progress, documentation, inspections, and shipping dates. 
• Track long-lead equipment and critical materials. 
• Identify procurement delays and coordinate recovery plans. 
• Verify vendor documentation is received and routed for engineering review. 
• Communicate delivery changes and potential impacts to project schedules. 

Equipment Expediting 

• Track equipment from purchase order placement through engineering approval, fabrication, testing, shipment, and delivery to site. 
• Obtain and validate vendor manufacturing schedules, progress updates, and committed delivery dates for major equipment packages. 
• Expedite critical and long-lead equipment including vessels, pumps, compressors, heat exchangers, valves, and packaged systems. 
• Coordinate vendor drawing approvals, inspection and test plans (ITPs), factory acceptance tests (FATs), and required quality documentation. 
• Identify fabrication, material, inspection, and logistics constraints; work with vendors and project teams to establish recovery actions. 
• Monitor equipment readiness, shipping documentation, freight arrangements, and delivery milestones; escalate risks to construction or startup schedules. 
• Maintain equipment expediting registers with purchase order status, forecast dates, risks, and documented vendor commitments. 

Engineering Deliverable Management 

• Track the status of engineering drawings, specifications, calculations, and technical documents. 
• Coordinate with discipline leads to ensure timely document issuance. 
• Monitor internal and client review cycles. 
• Follow up on overdue comments, approvals, and revisions. 
• Assist with maintaining engineering deliverable registers and document control logs. 

Project Communication & Coordination 

• Conduct routine follow-ups with engineering teams, vendors, and project stakeholders. 
• Participate in project progress meetings and provide updates on outstanding items. 
• Maintain action-item registers and track assigned responsibilities. 
• Communicate critical issues requiring management intervention. 
• Coordinate with Project Managers to establish priorities and recovery actions. 
• Support communication between engineering, procurement, and construction teams. 

Reporting & Documentation 

• Prepare weekly expediting reports identifying completed, pending, and overdue activities. 
• Maintain accurate records of commitments, delivery dates, and follow-up correspondence. 
• Monitor schedule performance and identify emerging trends. 
• Document vendor commitments and anticipated delivery changes. 
• Provide management with clear visibility into project risks and potential delays. 

Required Qualifications 

• 2–5 years of experience in project coordination, expediting, procurement, or engineering project support preferred. 
• Experience in engineering, oil and gas, EPC, manufacturing, or industrial construction preferred. 
• Strong organizational and time-management skills. 
• Excellent written and verbal communication skills. 
• Ability to manage multiple projects and competing priorities. 
• Proficiency in Microsoft Excel, Outlook, Word, and project tracking systems. 
• Ability to work independently and consistently follow through on commitments. 
• Strong problem-solving skills and attention to detail. 

Preferred Qualifications 

• Familiarity with engineering deliverables, P&IDs, equipment specifications, and procurement documentation. 
• Experience tracking vendor data requirements, equipment fabrication schedules, inspections, and material deliveries. 
• Understanding of engineering and procurement project schedules. 
• Experience working with multidisciplinary engineering teams. 
• Familiarity with Microsoft Project, Primavera P6, or similar scheduling software. 

Key Performance Indicators (KPIs) 

Performance will be evaluated based on: 

• Percentage of engineering deliverables completed on schedule. 
• Timeliness of follow-up on outstanding action items. 
• Reduction in overdue project activities. 
• Accuracy and completeness of project tracking reports. 
• Identification and escalation of potential schedule impacts. 
• Vendor documentation, equipment manufacturing milestones, and on-time material/equipment delivery performance. 
• Effectiveness of communication and issue resolution. 

Expectations for Success 

The Project Expeditor is expected to take ownership of assigned tracking and follow-up activities rather than simply report project status. Success in this role requires actively pursuing outstanding commitments, identifying obstacles before they affect project execution, and working with responsible parties to facilitate timely resolution. 

The primary objective is to drive accountability, maintain project momentum, and minimize schedule delays through proactive coordination and expediting