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About the role
- Part-Time Procurement & Logistics Specialist for VulcanX Energy’s hydrogen production pilot plant in Calgary. Responsible for procurement lifecycle, vendor coordination, and logistics management in a dynamic startup environment.
Responsibilities
- Lead and support procurement and logistics activities for vendor-fabricated equipment and piping spools, engineered packages, materials, services, and project supplies
- Work closely with Engineering, Project Management, Quality, Commissioning, HSE, Finance, vendors, freight forwarders, customs brokers, fabricators, and contractors
- Prepare, issue, and administer RFQs, bid packages, POs, change orders, and procurement correspondence in coordination with the responsible technical and commercial stakeholders
- Ensure applicable technical, quality, ITP, FAT, MRB/VDB, documentation, shipping, preservation, and hold-point requirements are incorporated into RFQs, POs, vendor packages, and supplier agreements
- Coordinate commercial bid evaluations, purchase recommendations, supplier clarifications, and negotiation support, while ensuring technical acceptance remains with Engineering and quality acceptance remains with the Quality Lead
- Track vendor commitments, PO status, fabrication progress, vendor deliverables, inspection milestones, FAT dates, shipment readiness, delivery dates, and open commercial actions
- Expedite suppliers to maintain agreed vendor documents and equipment delivery dates, identify schedule risks early, and escalate late or incomplete vendor actions to the Project Manager and leadership team
- Coordinate with the Project Manager to ensure supplier delivery dates, inspection milestones, FATs, shipment dates, receiving requirements, and procurement risks are reflected in the integrated project schedule
- Coordinate with the Quality Lead on vendor documentation, ITP requirements, hold/witness points, FAT readiness, NCRs, concessions, quality release, and shipment release requirements
- Coordinate logistics planning, including packaging, preservation, transportation, import/export documentation, customs clearance, insurance, freight tracking, site delivery windows, and receiving handover
- Support receiving activities by ensuring packing lists, commercial invoices, certificates, data books, bills of lading, waybills, and shipping documentation are complete and available before delivery
- Maintain procurement trackers, vendor action logs, vendor documents and equipment fabrication expediting reports, RFQ status, PO status, change order logs, delivery dashboards, warranty records, and procurement close-out files
- Coordinate procurement-related Management of Change activities when supplier scope, cost, delivery terms, technical requirements, documentation, logistics, or commercial obligations change
- Support invoice verification, payment milestone confirmation, backcharge discussions, warranty claims, shortage/damage claims, and commercial close-out in coordination with Finance and Project Management
- Help develop and improve VulcanX procurement templates, vendor communication practices, supplier registers, procurement workflows, logistics checklists, and project procurement records
- Uphold the highest standards of professionalism, reliability, ethical conduct, documentation discipline, and supplier confidentiality
- Travel to vendor shops, fabrication sites, freight locations, or project sites as required for supplier meetings, FAT support, logistics coordination, or receiving activities
Requirements
- Diploma or bachelor’s degree in Supply Chain Management, Business, Engineering, Engineering Technology, Construction Management, Operations Management, Logistics, or a related discipline
- 7+ years of relevant experience in procurement, supply chain, expediting, logistics, vendor coordination, or project procurement for industrial projects
- Experience in oil and gas, petrochemical, industrial gas, hydrogen, chemical processing, thermal processing, pilot plants, modular process equipment, engineered equipment, or construction projects is strongly preferred
- Demonstrated experience managing RFQs, POs, supplier communications, bid evaluations, expediting, commercial follow-up, logistics coordination, and procurement close-out
- Strong understanding of vendor-fabricated equipment and the procurement lifecycle from RFQ/PO through vendor deliverables, inspection milestones, FAT, shipment, receiving, documentation, warranty, and close-out
- Ability to understand and coordinate procurement requirements related to technical specifications, ITPs, FATs, vendor data requirements, MRB/VDBs, NCRs, concessions, shipment release, and quality documentation
- Experience coordinating freight, packaging, preservation, customs documentation, shipping documents, receiving documentation, damage claims, and logistics handover is an asset
- Familiarity with procurement systems, ERP tools, document control systems, spreadsheets, action trackers, and supplier management tools
- Practical understanding of contractual/commercial terms, payment milestones, delivery terms, change orders, warranty obligations, and supplier risk management
- Strong organizational skills with the ability to maintain accurate trackers, follow up persistently, escalate risks, and close actions in a fast-paced startup environment
- Excellent written and verbal communication skills, including professional supplier correspondence, meeting notes, expediting reports, and management updates
- Ability to work independently with limited supervision while coordinating effectively with Engineering, Quality, Project Management, Finance, Commissioning, HSE, and vendors
- Professional designations or training, such as SCMP, CPSM, PMP, logistics certification, customs/import training, or project procurement training, are considered assets but are not mandatory
- Ability to travel to vendor facilities, fabrication shops, freight locations, or project sites as required
Benefits
- Competitive hourly rate or fractional engagement model
- Opportunity to contribute to the scale-up of a novel low-emission hydrogen and solid carbon technology
- Collaborative and dynamic startup environment
- Opportunity to help establish VulcanX’s procurement, supplier coordination, logistics, expediting, and project delivery systems
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