Position Title: Logistics Specialist 

Reports To: Logistics Manager 

Location: Lombard, Illinois 

 

The Logistics Specialist is responsible for all logistics matters on assigned project(s), which are all overseas.  Function includes, but not limited to expediting material to consolidation receiving point (CRP), working with Freight Forwarder to fill/ship containers, follow-through once material reaches its destination, reconciling reports based on inventory and condition of the received goods at the jobsite.  Procurement/Logistics Specialist is also responsible for the maintenance/compilation of all Procurement/Logistics reports; included but not limited to the preparation of Maritime Administration (MARAD) monthly reports.  This position requires detailed tracking of all procured material (on a line-by-line basis) along with weekly detailed reporting to Project Sites.  Procurement/Logistics Specialist will also assist with small, non-complex procurements (as necessary) and will assist buyers (as needed).  Due to the nature of our business, candidate must qualify and maintain security clearance. 

 

Responsibilities: 

• Perform daily quality control (QC) check on Material Tracking Report (MTR) so as to ensure all information is entered accurately by P&L staff members/Engineering staff 

• Work with Engineering staff to coordinate and release material for fabrication/shipment based on approved submittals 

• Expedite material so as to ensure material delivery dates/schedules are met 

• Provide Freight Forwarder with purchase order data (when material is approved/released for fabrication and/or shipment) for uploading onto their system 

• Work in Freight Forwarder’s Inventory Control System (FF’s ICS) on a daily basis to monitor daily deliveries 

• Receive, reconcile and file all warehouse receipts received from FF on a daily basis 

• Work with vendors so as to ensure backlog/shortages of materials (if any) are identified and delivered to CRP per agreed upon timeframe and report same to Project Site 

• Download raw data from FF’s ICS so as to prepare Inventory On-Hand Report on a weekly basis (to all project PMs and site) 

• Maintain and update all Procurement/Logistics reports (Material Tracking Report, Shipped Report and Inventory on Hand Report 

• Prepare, maintain and communicate updated weekly reports to Project Site team that include upcoming vessel dates material cut-off dates, port cut-off dates, ship dates, port delivery dates and estimated time of project site delivery 

• Work with FF to coordinate receipt of all shipments (both air and ocean) 

• Work with Logistics Manager and Project Site to coordinate shipments so as to ensure material dates are met  

• Follow through with FF to ensure all shipping documentation is prepared and delivered within five business days after vessel departs (ocean freight).  For air shipments, documentation should be made available to us within 24 hours 

• Review and perform QC checks on all commercial invoices and packing lists (CIPLs) prepared by Freight Forwarder prior to providing information to Project Site 

• Coordinate and ship emergency material from PMO to Project Site (as necessary) and prepare CIPLs for all PMO shipments 

• Complete and maintain all necessary shipping/receiving paperwork accurately and in a timely manner 

• Work with Logistics Manager so as to ensure all MARAD reporting is complete and reported in a timely fashion 

• Work with Project Site on Goods Received Vouchers (GRVs) so as to ensure supply chain is complete 

• Work with all stakeholders to ensure reconciliation of invoices is accurate/complete and approved in a timely fashion 

• Create reports and reporting mechanisms to monitor and control all aspects of the supply chain (as needed) 

• Resolve service failures and help implement process for continual improvement 

• Work with Procurement/Logistics Coordinator to ensure reconciliation of invoices is accurate/complete 

• Maintaining material tracking updates for the project sites for various divisions in order to assist with the project site’s schedule of material  

• Monitor the entire process of the material movement as well as the container/air shipment movements until fully received to the project site 

• Resolve problems that are related to transportation and logistics systems 

• Providing assistance to various departments to facilitate logistics issues 

• Work with the warehouse daily in order to assist with identifying of the material for various projects to provide a quick turnaround of the inventory process 

• Keep proper records of all forms of transactions relating to the company’s logistics operations 

• Coordinate with the freight forwarder with pickups of material at the supplier’s facility  

• Packaging of material that is delivered to the PMO in order for a quick turnaround to project site 

• Creates commercial invoice and packing list for material that is being hand-carried to project site in order to assist with customs clearance process of the material  

• Maintained controls on all materials in coordination with internal personnel 

• Reported all shipment shortages and damages to management 

• Review and verify quantities received against invoices, purchase orders, shipping documents and the warehouse’s inventory control system 

 

 

 

Experience, Education and Skills 

• Minimum associate degree in related field is required (Business Administration/Supply Chain/Logistics preferred) 

• A minimum of three years of (international) logistics experience 

• Strong communication skills, both verbal and written 

• Strong analytical skills 

• Must be well organized, detail-oriented and highly motivated 

• Must have the ability to analyze and maintain/correct raw data 

• Proficient in Microsoft Office Suite; especially in Excel (as all reports to Project Site are issued/maintained in Excel) 

• Must be able to work independently, with minimum supervision and have the ability to excel in this position 

• Mus be able to evaluate and use relevant information along with individual judgment to suggest ways to improve work processes (Process Improvement) 

 

Key Requirements 

• U.S. Citizenship is required 

• Must be a team player and look at challenges as opportunities for new knowledge and growth 

• Must be able to secure and maintain a security clearance at the required level 

 

Working Conditions  

Office environment – extensive sitting at desk and computer; some standing, bending at the waist, stooping and reaching required; ability to lift 5-20 pounds occasionally.