Limelight Steel, Inc. - Procurement & Vendor Coordinator [contract]
Requirements
• 5+ years in procurement, expediting or vendor coordination on industrial capital projects. • Experience with an owner's project team or an equipment fabricator. • Has bought and expedited mechanical equipment, fabricated steel, piping and valves, and electrical/instrumentation items. • Reads P&IDs, BOMs, data sheets and fabrication drawings well enough to buy against them and spot gaps. • Organized and persistent: keeps an order list current and chases vendors until the material is on site. • Clear written communicator with vendors and engineers; knows when to decide and when to escalate. • Comfortable with spreadsheets and a purchasing system (Procurify or similar). • Experience on metallurgical, pyrometallurgical, chemical or process plants. • Expediting overseas fabrication, including freight, customs and incoterms. • Working knowledge of commercial terms: payment milestones, warranties, back-charges, change orders. • Experience with vendor document control and inspection and test plans. • Familiarity with project schedules (Smartsheet, MS Project or similar) and linking deliveries to schedule rows. • Nice to have: Bay Area based, or able to be on site in Oakland when needed for receiving and vendor visits. • Contract terms • Contract position, 20 to 30 hours per week, flexible hours. • Initial Term: November 2026 to February 2027, the period our current schedule carries the heaviest buying, expediting and vendor fabrication load. Potential to renew, including longer-term remote support, depending on project needs. • Reports to the engineering lead (Darryl Metcalfe). • Nice to have: Mix of remote and on-site work in Oakland, CA, with on-site presence for receiving and vendor visits.
Responsibilities
• Procurement • Own the procurement package list for our laser furnace and sulfur system, keeping each line current: scope, vendor, quote, PO, promised date, actual date, status. The list currently holds about 40 to 50 items. • Issue RFQs from engineering specifications, data sheets and BOMs; gather and compare quotes; prepare short bid summaries for engineering and commercial sign-off; then place the order once authorized. • Raise spend requests in Procurify with the right backup, and track them through approval and PO release. • Place and manage orders for custom fabricated weldments, piping, fittings, valves, pumps, insulation, instrumentation, bulk materials, and consumables. • Source and set up service and labour contracts (field welders and pipe fitters, electrical contractors, rigging suppliers, third-party consultants) with engineering defining the scope. • Expediting • Hold regular check-ins with vendors and fabricators on open orders; confirm drawing approvals, material receipt, fabrication progress, inspection and ship dates. • Flag delivery slips early, with the schedule rows they affect, and propose recovery options (partial shipment, alternate source, air freight, re-sequencing). • Interface with our contracted logistics companies on imported specialty components: book transit, supply commercial invoices and packing lists, confirm HS codes and incoterms with the vendor, resolve customs holds, and track each shipment to delivery at site. • Arrange receiving at site: check deliveries against PO and packing list, log and photograph damage or shortages, and get the responsible engineer to accept or reject. • Vendor management and interfacing • Act as the day-to-day point of contact for vendors, so engineers are pulled in for technical decisions rather than order status. • Route technical queries, deviation requests, substitutions and vendor document submittals to the right engineer, and close the loop with the vendor. • Track vendor documents due (GA drawings, data books, material certs, test reports, O&M manuals) and chase them to completion. • Manage warranty claims, returns, back-charges and credit notes with vendors. • Keep a vendor list with contacts, lead times, terms and performance notes for use on future projects. • Reporting and coordination • Issue a short weekly procurement and expediting status to the engineering lead: orders placed, deliveries due, slips, and decisions needed. • Attend the engineering standup when needed to report procurement status and take actions. • Keep procurement records (quotes, POs, correspondence, receiving records) filed and traceable. • Maintain competitive bidding documentation to support financial audit requests.
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