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Material Control Coordinator

Plano, Texas
The Material Control Coordinator is responsible for all inbound and outbound material shipments of  shop operations.  This includes all aspects of:
  • Material receiving and tracking
  • Material status reporting (reconciling procurement logs with receiving and project material demands)
  • Storage and inventory control
  • Documentation routing and management, including placing production holds and maintaining strict control of incoming materials until the necessary documents are approved by our Quality Control Coordinator.  
  • Production support (e.g. expediting and replacing missing or misplaced materials)
  • Identification and reporting Overages, Shortages, and Damaged shipments
  • Production of outgoing packing lists and bills of lading (where applicable)
  • Crating (arranging for) and Packaging
  • Arranging shipping.   
The Material Control Coordinator is responsible for ensuring that meets or exceeds the quality, schedule, and budget goals for each project by ensuring all materials are received when expected, timely resolving damages and short shipments, and efficiently organizing materials for release to production.

Duties and Responsibilities:

The Material Control Coordinator reports directly to the Manager of Purchasing.  This position forms a vital link between procurement group and shop production.   To facilitate coordination between these two departments the Material Control Coordinator will also communicate daily with the shop Forman and General Manager.  The Material Control Coordinator may be asked to assist shop operations on a time available basis.  

Material Control:

  • Receive all inbound material, check it against the Purchase order and shipper supplied packing list.  On rare occasions where the shipper does not supply a packing list then provide a written list of all items received (e.g. tag numbers, model numbers, description, and quantity along with any other relevant information).
  • Ensure all received material is logged and stored properly in a well-organized manner. 
  • Follow shop procedures and work instructions for tracking and maintaining a log of all Material Test Reports as required. 
  • Immediately upon receipt write the project number on the outside of all packages and packing lists.
  • Quarantine all incoming material until it has been inspected and the necessary control documents have been approved. 
  • Follow the procurement and accounting procedures to document and route necessary shipping paper-work to purchasing (e.g. packing lists, over-shortage-damage reports, etc…)

Project Material Packages:

  • Sort and store all materials by project. 
  • Maintain a traveler of project Bills of Materials to identify what materials have been received and what materials are outstanding. 
  • Use project issued drawings and bills of material to prepare the initial project traveler and to track when all material has been received and a project can be released to production.
  • Interface with purchasing to identify materials that have been purchased, not purchased, or are missing.  Know the deadline for a project to be released to production and proactively work to make sure material is ready when scheduled. 
  • Be the Go-To resource for all material related matters. 
  • Develop / produce material “kits” for electrical materials ordered in kit form. 
The goal of your job is to serve materials in a neat and consolidated “kit” to your customer, the shop production team. 

Inventory Control

  • Maintain a current list of all usable inventory.
  • Control inventory:  Know and identify when material is transferred from a project to inventory and when inventory items are transferred to a project and update the -inventory log accordingly. Provide accounting with a copy of a current inventory log at the end of each month.
  • Conduct a physical inventory count as of June 30 and December 31 each year.
  • If material is “borrowed” from one project to support another you are responsible for ensuring that replacements are ordered. 
  • Support the purchasing team in being able to identify what material is in stock and does not need to be ordered for upcoming projects. 

Outbound shipping

  • Work with the procurement or project team to arrange for trucking or LTL shipping as required for outbound shipments. 
  • Ensure that 100% of all outbound shipments have complete and accurate packing lists of all materials included in the shipment. 
  • Photo document (and save on our network) all shipments with a value greater than $5000. 
  • Route tracking information, bills of lading and packing lists to procurement and the project team members as requested. 

General Shop Maintenance and Safety Supplies

  • Keep your areas of the shop neat and organized.  This includes ensuring that the shipping desk is neatly organized and stocked, and that all packing tools are in good working order.
  • Keep inventory shelves and storage bins organized and labeled, cleaned of unneeded packaging materials, and free of dirt and debris. 
  • Ensure that the PPE (e.g. gloves, hearing protection, safety glasses) and First Aid kits are stocked, clean and organized.  Part of material control includes fielding requests for ordering shop consumables.
  • Assist the shop with other general material control, organization, and maintenance activities as requested including assisting in general shop maintenance and cleaning. 

Communication

  • Participate in team and client meetings.
  • Keep managers and / or project leads well informed of material delivery challenges that may impact the project schedule and budget.
  • Timely resolve and/or escalate any material discrepancies.
  • Work with managers and project leads to implement improvement goals from post shipment performance reviews (Lessons Learned).

Technical and Physical Capabilities

  • Possess and develop through continuing education and training a thorough understanding of inventory management and manufacturing material control systems. 
  • Ability to drive a fork lift and use hand truck / pallet jacks.
  • Ability to lift 50 lbs unassisted.
  • Ability to work in a non-climate controlled fabrication shop environment.
  • Must have a current valid Texas drivers’ license and current insurance as well as maintain both throughout the employment.
 

PROFESSIONAL QUALITIES

Client and Coworker Expectation

  • Be ready to participate as needed in client and intra-company meetings
  • Work diligently to meet company and client expectations
  • Communicate effectively with coworkers and management to identify needs and evaluate alternatives when needed
  • Continually seek opportunities to increase customer satisfaction and strengthen client relationships

Leadership

  • Perform daily activities with integrity and professionally.
  • Work constructively to resolve conflict and seek solutions to supply chain challenges. 
  • Assist and encourage coworkers to attain goals and pursue excellence.
  • Identify opportunities for improvement and make constructive suggestions for change.

ORGANIZATIONAL RESPONSIBILITIES

Internal Operations

  • Accurately communicate current and forecast material status to management and project leads.
  • Submit time sheet reports and expense reports timely and accurately
  • Comply with and help to enforce standard policies and procedures.
  • Suggest areas for improvement in internal processes along with possible solutions.
  • Participate on internal teams/task forces.

Employee Development

  • Ensure you are qualified to perform assigned tasks and work and speak up when you are unsure of an assigned task. 
  • Know and adhere to company policies as referenced in the Company Employee Manual.
  • Proactively participate in performance evaluations with your supervisor including communicating your professional career objectives and working to meet personal, department and company goals.
  • Communicate job expectations by understanding how your performance and job contributions will be evaluated.

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