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Logistic Coordinator

2 months ago

Lewiston, United States KYYBA Full time
Job DescriptionJob Description

Job Title: Site Logistic Coordinator

Location Address: 1651 ME-100, Lewiston, ME 04236

 

1 General Description

The Site Logistics Coordinator is responsible for the receipt, handling, storage, preservation and maintenance of goods and materials on HVDC sites.

 

2 Roles and Responsibilities

2.1 Main Tasks

2.1.1 Coordination of Material Delivery to the Site

 

• Ensure close collaboration with the Supply Chain Management (SCM) organization for the proper identification of the material to the delivered to site by HVDC and its suppliers, weights and dimensions, the schedule of delivery and the storage requirements.

 

• Coordinate with Subcontractors for deliveries of goods within their scope.

– The Site Logistics Coordinator shall work with the HVDC Subcontracts Manager and the Subcontractors in clearly identifying the list of material to be delivered within their scope

– Ensure to request regular updates from the Subcontractors on the equipment supplies

– Track if items have been ordered by the Subcontractor (issuance of Purchase Orders) and the estimated time of delivery of these goods.

– Assess, in collaboration with the HVDC site team, if the delivery dates or any communicated delays will have an impact on the schedule of activities.

 

2.1.2 Receipt of Material, Equipment and Goods

• For Material delivered by HVDC, ensure proper coordination with the Transport and Logistics organization for the schedule of delivery of goods to the sites.

– Coordinate locally the necessary lifting equipment, areas and personnel required for the unloading of the goods.

– Ensure that all HSE (Health, Safety and Environmental) precautions and measures are taken during the receipt and unloading activities, in close collaboration with the site HSE Managers and Supervisors.

– Ensure that all boxes and equipment come with a detailed packing list.

– Perform a visual inspection of goods and materials. Identify missing, incomplete, or damaged material and start the required claim process.

– Track and report the delivery of the material in the applicable tools and documentation.

– Keep documentation like shipping list, packing lists, purchase orders, inventory lists, requisitions, freight tags, and related in order.

– Complete and archive the necessary documents properly and officially recording the receipt of the material – certificates and related documentation.

– Inform the site team and the SCM organization regarding the arrival of material

– Coordinate with the SCM organization the return of any temporary shipping frames or related material.

– Coordinate locally the proper and compliant disposal of packaging material, with the support of the local organization and the HSE manager and supervisors.

 

2.1.3 Quality Reporting Process

• For any missing, incomplete, or damaged material, start the quality claim process in the applicable application.

• Track the claim items and the defined delivery dates for the claimed material.

• Assess, in collaboration with the site team, any potential impact on the execution of the activities and work with the SCM and transport and logistics organization in communicating the impact and finding mitigation solutions.

• Close the claim items once material has arrived on site.

 

2.1.4 Storage and Preservation

• Prepare and maintain the preservation plan for the material delivered to the site in the respective application assigned for this purpose.

 

2.1.4.1 Storage and Preservation with HVDC

• Store equipment in areas and under the proper conditions in compliance with the storage type for the item.

• Implement the necessary preservation activities as per preservation plan.

• Create a location diagram identifying the location of each item for easy track and trace and to facilitate delivery to the ultimate users.

 

2.1.4.2 Storage and Preservation with Partners or Subcontractors

• Prepare handover protocols with the Partners and Subcontractors, detailing all information and status of the materials and goods. Obtain necessary signatures and archive for future reference.

• Ensure that the Partners and Subcontractors are aware of the storage requirements for the equipment.

• Track and ensure that Partners and Subcontractors are performing the preservation activities to the equipment as per preservation plan.

 

2.1.5 Maintenance Activities

In certain scenarios, usually during commissioning phase, when activities have taken longer than expected and operating equipment reaches defined maintenance intervals, then maintenance activities need to be organized and performed on the affected equipment.

 

• Coordinate with the responsible team creating the maintenance plan to ensure that the maintenance plan for the particular site is available and uploaded in the applicable application.

• Track the operation intervals of applicable equipment in order to be able to properly schedule the maintenance activities.

• Coordinate the necessary personnel and consumables for the execution of the maintenance activities

• Handover the maintenance records to Project Management upon finalization of activities, for further handing over to the Services team and/or Customers.

 

 

2.1.6 Management of Spare Parts

• Work diligently in handing over the Customer Spare Parts in the shortest time possible, following the project management strategy. Consult with the Project Construction and Commissioning Manager to understand and implement the Customer Spare Parts handover strategy.

• Segregate the Customer Spare Parts from the Commissioning Spare Parts. The Commissioning Spare Parts shall be discussed with the Commissioning Manager and handover to the Customer upon authorization from the Commissioning Manager and the Site Manager.

 

2.1.7 Management of Unused and Scrap Material

• Identify, in collaboration with the Site Manager, Installation Manager, Commissioning Manager and Project Construction and Commissioning Manager, items that are not required on site and/or should be scrapped.

 

• For items that are unused, and in collaboration with the SCM team and the Project Construction and Commissioning Manager, define items that can be used by other projects.

 

– If items are identified that can be re-used, SCM team and the different projects should take the lead in se-curing the transfer of such goods. The Site Resource Coordinator should support with any loading activities.

– If items are still in good condition but are not required by another site, coordinate with the SCM team regarding potential, but compliant, auctioning or sales of the equipment in the benefit of the project or business. Any such sale should follow the applicable rules of SCM and the local country.

 

• For items that can not be used (scrap material) or that can not be sold, the Site Resource Coordinator should coordinate with SCM the engagement of approved waste disposal organizations that would collect and dis-pose of the equipment in compliant with local regulations and HVDC HSE rules.

 

2.2 Other Tasks

• Participates in site meetings with Customers, subcontractors, and site personnel, where the topic of material deliveries, preservation or handling is part of the agenda.

• Regularly reports obstacles, risks, state of material supply and related to the Installation Manager and any other relevant site personnel.

• Ensures that the tools, transport facilities and lifting equipment used are safe and well maintained.

• Performs site quality control activities according to the Site Quality Plan.

• Ensures proper housekeeping of the storage and other areas under his/her responsibility.

• Ensures that the Site-Specific Health, Safety and Environmental Plan is followed and, when necessary, gives input for its improvement.

• Perform risk assessment and methods statements for activities that require proper and safe planning.

• Perform training of storage personnel and assure that they are holding necessary certificates.

• Manage any supporting resources that are assigned for the execution of the material handling activities.