Procurement Specialist / Coordinator

Job Description

Kleinfelder has been connecting great people to the best work since 1961. We are engineers, scientists, and construction professionals providing solutions that improve our clients’ transportation, water, energy, and other private infrastructure. As a responsive, cross-disciplinary team of bright, curious, and innovative problem-solvers, we are dedicated to doing the right thing, every day, on every project from over 60 offices in the US, Canada and Australia. 

Built on a foundation of excellence, Kleinfelder is committed to client-focused solutions. Through our depth of experience and thorough understanding of environmental, regulatory, economic, and civic conditions, we identify and address challenges with innovation and common sense. Kleinfelder’s integrated, award-winning experts collaborate with clients to meet their objectives - from project inception through design and execution. Connecting great people to the best work is our purpose – together, we deliver.

Job Description - DISCLAIMER - This is a flexible role depending on the needs of the project team/client. Some weeks could be Light with only 6-8 hrs. While busy weeks could be 15-20 hrs. Its a perfect role for an independent contract who is looking to take on more work. Or someone who only wants casual work. 

ROLE OVERVIEW

Kleinfelder Canada is seeking an experienced Procurement Specialist / Coordinator.

The individual will work closely with Kleinfelder’s Project Manager, engineering discipline leads to coordinate and administer procurement activities for major electrical, instrumentation/control and related equipment.

Kleinfelder will perform procurement activities to our client in accordance with the project agreement. The Procurement Specialist will take primary ownership of the procurement process, commercial vendor interface and formal procurement correspondence, while Kleinfelder’s engineering team will remain responsible for technical scope development, technical evaluations and direct technical discussions with vendors as required.

The role will initially require limited involvement during early FEED and will increase as Material Requisitions (MRs) progress to Issued for Quote (IFQ). Activity is expected to increase further during Detailed Design as packages progress to Issued for Purchase (IFP), purchase orders are placed, and vendor administration, expediting, inspection and logistics activities increase.

This is not anticipated to be a full-time assignment; however, weekly effort will vary based on project milestones and vendor activity, with periods of increased demand expected during bidding, award, inspection, expediting and shipment activities.

PROJECT PROCUREMENT STRATEGY

During FEED, the engineering team will develop requirements and MRs for major long-lead equipment. The Procurement Specialist will become increasingly involved as these packages mature and proceed to market.

FEED procurement objectives include:

·       Issue long-lead equipment MRs for quotation.

·       Obtain firm vendor pricing for long-lead equipment by completion of FEED.

·       Obtain budgetary pricing for shorter-lead equipment and materials.

·       Coordinate bidder clarifications and quotation follow-up.

·       Support commercial evaluations and purchase recommendations in preparation for Detailed Design.

During Detailed Design, procurement activity will increase as MRs progress to IFP and purchase orders are issued on behalf of the client. The Procurement Specialist will administer the commercial relationship with vendors through award, fabrication, inspection, shipment and closeout.

Our client will remain the purchaser and will be responsible for payment of vendor invoices in accordance with the agreed purchasing-as-agent arrangement.

KEY RESPONSIBILITIES

Procurement Planning and Controls

·       Serve as the primary procurement contact for the project and coordinate closely with the Project Manager and our client Supply Chain.

·       Develop and maintain the project Procurement Execution Plan for our client review and approval.

·       Develop and maintain procurement tracking for MRs, RFQs, quotations, evaluations, purchase orders, vendor data, inspections, expediting, delivery and closeout.

·       Provide procurement status information for project reports, schedules and meetings.

·       Identify long-lead, schedule and commercial risks early and communicate them to the Project Manager.

·       Coordinate procurement activities with project engineering and schedule milestones.

RFQ / Bidding Phase

·       Review procurement packages with the engineering team prior to issuance for commercial completeness.

·       Issue formal RFQs and MRs to approved vendors and manage bidder lists in coordination with our client.

·       Serve as the primary contact for formal and commercial vendor correspondence during the bidding period.

·       Receive, track and follow up on vendor quotations and required bid dates.

·       Coordinate vendor questions and technical clarifications with the appropriate engineering disciplines and issue formal responses.

·       Coordinate clarification meetings as required.

·       Prepare commercial bid evaluations and bid tabs.

·       Review vendor commercial qualifications and exceptions, including:

o   Pricing and escalation

o   Payment milestones

o   Delivery terms and lead times

o   Freight and logistics requirements

o   Warranty and cancellation provisions

o   Exceptions to our client terms and conditions

·       Coordinate commercial deviations with our client Supply Chain before award.

• Work with discipline leads completing technical evaluations to develop coordinated purchase recommendations.

Purchase Order / Contract Award

·       Coordinate purchase recommendations and required our client approvals.

·       Coordinate with our client Supply Chain to prepare and issue purchase orders and related procurement documentation on behalf of our client in accordance with the MSA and IPL-approved commercial terms.

·       Ensure our client approval is obtained for vendor terms and conditions, payment milestones and material commercial deviations before commitment.

·       Issue award and regret notifications as required.

• Establish PO administration and vendor communication protocols following award.

Post-Award Procurement Administration

·       Administer vendor purchase orders and commercial correspondence.

·       Maintain procurement and PO status tracking.

·       Coordinate vendor kickoff meetings with the Project Manager and engineering disciplines.

·       Monitor contractual milestones, manufacturing schedules and delivery commitments.

·       Expedite vendors for equipment, documentation and schedule performance.

·       Coordinate vendor document requirements with Kleinfelder Document Control and the engineering team, including follow-up on overdue drawings and data.

·       Administer commercial changes, amendments and vendor change requests in coordination with the Project Manager and our client.

·       Track vendor commitments, changes and commercial impacts.

·       Coordinate vendor invoice status and milestone confirmation with the project team and our client Supply Chain.

Inspection, Quality Surveillance and Logistics

·       Coordinate inspection and quality surveillance requirements with Kleinfelder engineering personnel, our client and third-party inspection resources.

·       Review vendor manufacturing and inspection schedules for required witness, hold and surveillance points.

·       Coordinate attendance at vendor facilities for inspections, Factory Acceptance Tests and other required quality activities.

·       Support resolution of vendor quality, schedule or performance issues with the technical team.

·       Coordinate material and equipment release once technical, quality and commercial requirements have been satisfied.

·       Coordinate with our client and its designated freight/logistics provider for vendor pickup, transportation and delivery to site.

·       Confirm shipping documentation and vendor readiness prior to release.

·       Support procurement closeout, including outstanding vendor documentation, commercial items and final delivery requirements.

Construction Procurement Support

·       Support development of the commercial components of the Construction RFP package as required.

·       Assist our client and the Kleinfelder technical team with commercial evaluation of construction contractor proposals.

·       Support procurement-related clarifications and commercial coordination during contractor selection. our client will retain responsibility for execution of the general construction contract.

PROJECT TEAM INTERFACE

The Procurement Specialist will work as an integrated member of the project team.

Kleinfelder’s engineering disciplines may communicate directly with vendors on technical matters, including equipment design, vendor drawings, technical clarifications and routine technical coordination. The Procurement Specialist will remain responsible for commercial matters, formal procurement correspondence and contractual commitments.

Key interfaces include:

·       Project Manager

·       Electrical and I&C Discipline Leads

·       Civil/Structural Discipline Lead

·       our client Project Management

·       our client Supply Chain / Procurement

·       Equipment vendors

·       Third-party inspection resources

·       our client-designated freight and logistics providers

EXPERIENCE AND QUALIFICATIONS

·       Approximately 5–10 years of progressive procurement, purchasing, contracting or supply chain experience, preferably supporting engineering and capital projects in the oil and gas, pipeline, energy or related industries.

·       Experience procuring engineered equipment and working directly with manufacturers and suppliers.

·       Demonstrated experience issuing and administering RFQs, MRs, purchase orders and commercial clarifications.

·       Experience preparing commercial bid evaluations and reviewing vendor qualifications and exceptions.

·       Familiarity with vendor expediting, inspection coordination, vendor data requirements and equipment logistics.

·       Ability to interpret commercial terms and identify issues requiring escalation to project management, contracts/legal or client Supply Chain.

·       Experience acting as a procurement representative or agent on behalf of an owner/client is considered a strong asset.

·       SCMP designation or equivalent procurement/supply chain education is considered an asset.

COMPETENCIES AND SKILLS

·       Strong knowledge of procurement and contracting practices for engineered equipment and capital projects.

·       Able to independently manage vendor commercial relationships and formal procurement correspondence.

·       Strong commercial judgment with the ability to recognize contractual, schedule and cost risks in vendor quotations.

·       Effective negotiation and vendor-management skills.

·       Strong organizational and tracking skills with the ability to manage multiple procurement packages.

·       Able to coordinate effectively between engineering disciplines, project management, client Supply Chain and vendors.

·       Strong written and verbal communication skills.

·       Self-directed and able to work with minimal supervision while escalating material issues appropriately.

·       Flexible and able to support periods of increased procurement activity.

·       Strong working knowledge of Microsoft Excel, Word, Outlook and related project/procurement tools.

ANTICIPATED LEVEL OF EFFORT

This assignment is expected to be part-time and variable throughout the project lifecycle.

Effort will be relatively light during early FEED and increase as major equipment packages progress to IFQ and vendor quotations are solicited and evaluated. Activity will increase further during Detailed Design and post-award procurement as purchase orders are issued and vendor administration, expediting, inspection, invoicing coordination, logistics and shipment activities progress.

There is no fixed weekly hour commitment or cap. Actual requirements will depend on active procurement packages, vendor activity and project milestones. The successful candidate should have sufficient flexibility within their existing workload to accommodate periods of increased project demand.