Materials Expeditor

Job Description

We are looking for Document Control & Expediting Manager to join our team in Houston, TX!

Summary:

The Document Control & Expediting Manager is responsible for overseeing all documentation, data, and submittal processes related to major industrial electrical distribution projects. This role ensures full contract compliance, accurate version control, timely submittals and approvals, and on-time material delivery in alignment with project schedules. The position bridges internal teams, manufacturers (OEMs), and customers to manage document flow, expedite critical materials, and ensure accurate billing and reporting through customer portals. Success in this role requires strong organizational, technical, and communication skills, as well as familiarity with large-scale EPC or industrial construction environments.

What You'll Do:

• Manage and maintain all project documentation in accordance with contract requirements, customer specifications, and internal quality standards
• Create, issue, and maintain project documentation logs (submittals, RFIs, transmittals, drawings, O&M manuals, test reports, etc.)
• Track and manage document revisions to ensure version control, maintaining up-to-date records accessible to project stakeholders
• Review and interpret contract documentation to identify documentation deliverables, milestones, and compliance requirements
• Coordinate with Project Managers and Sales Teams to ensure all submittal and documentation requirements are met per customer and OEM expectations
• Ensure adherence to document retention policies and proper close-out documentation for project completion
• Serve as the primary liaison between internal purchasing, OEMs, and project teams to monitor and expedite material orders
• Develop and maintain expediting logs to track order status, production milestones, inspection schedules, and shipment details
• Proactively identify potential delays and implement mitigation plans to keep projects on schedule
• Coordinate with logistics and warehouse teams for inbound deliveries, receiving, and material readiness for job site delivery
• Generate regular expediting reports to communicate status and risks to project stakeholders
• Coordinate directly with customer document control teams and project engineers for submittal review, approvals, and revisions
• Manage OEM documentation deliverables, such as drawings, data sheets, and QA/QC certifications
• Support technical alignment between project specifications, OEM documentation, and customer submittal requirements
• Maintain professional relationships with key OEM partners and act as a single point of contact for documentation and expediting matters
• Manage project documentation and billing processes through customer online portals (e.g., Ariba, Oracle, Coupa, Aconex, Procore, etc.)
• Upload and track invoices, submittals, and project updates in compliance with customer digital workflows
• Ensure all required documentation accompanies billing submissions to prevent payment delays
• Monitor portal notifications for action items, rejections, or additional documentation requirements
• Implement standardized document control and expediting procedures across all projects
• Conduct periodic audits of documentation and expediting performance for continuous improvement
• Support ISO or quality management system initiatives through structured documentation and reporting
• Provide training and guidance to project coordinators or support staff on document control best practices
• Other duties as assigned

Qualifications

What You'll Need

• 5+ years of experience in document control, expediting, or project coordination — ideally within electrical distribution, industrial construction, or OEM supply environments
• Familiarity with EPC project documentation, industrial construction workflows, and electrical distribution materials
• Demonstrated experience managing complex documentation requirements across multiple projects and customers
• 4 Year / Bachelor's Degree - Required
• Business Administration, Supply Chain Management, Engineering, or related field - preferred

Knowledge, Skills & Abilities

• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and document control software (e.g., SharePoint, Aconex, Procore, Asite, or similar)
• Working knowledge of ERP systems (e.g., SAP, Epicor, JD Edwards, or similar)
• Strong understanding of supply chain and logistics principles, including purchase order management and expediting cycles
• Experience with customer billing portals and compliance systems (Ariba, Coupa, Oracle iSupplier, etc.)
• Exceptional attention to detail and organizational skills
• Strong communication and coordination abilities across multiple teams and stakeholders
• Ability to manage multiple priorities and deadlines in a fast-paced, project-driven environment
• Analytical mindset for problem-solving and proactive risk management

Our Benefits Include:

• Medical, Dental, and Vision Insurance
• Life Insurance
• Short-Term and Long-Term Disability Insurance
• 401K with Employer Match
• Paid vacation and sick time
• Paid company holidays plus flexible personal days per year
• Tuition Reimbursement