WHAT DOES AN EXPEDITOR DO?

Updated: Jun 13, 2025 - The Expeditor analyzes product delivery schedules and places orders based on Aftermarket spares requirements, while also planning and monitoring inventories to ensure optimal levels. This position maintains updated customer communications regarding delivery timelines and participates in supply chain initiatives to enhance efficiency and improve inventory fill rates. This role manages relationships with suppliers, organizes filing systems, updates safety stock levels, and ensures compliance with NOV Company and HSE procedures and policies.

A Review of Professional Skills and Functions for Expeditor

1. Warehouse Expeditor Duties

  • Truck Loading: Secures loaded trucks by sealing doors or ensuring that seals are in place and that all required paperwork and packing slips are in order and included in the shipment.
  • Interdepartmental Communication: Communicating with other departments, such as Quality and Finishing, to ensure a steady and continuous flow of finished goods into the warehouse.
  • Shipping and Staging: Consolidates rows and pallets for staging and shipping.
  • Shift Reporting: Maintains shift report, passing on pertinent information to relevant persons.
  • Inventory Control: Works with Inventory Control, Supervisor, and Warehousemen to ensure inventories are accurate and makes adjustments.
  • Employee Training: Assists in training employees in safe techniques for efficient job performance.
  • Work Order Preparation: Prepares work orders as directed by the Supervisor.
  • Disciplinary Recommendations: Recommends disciplinary action to the Supervisor.
  • Shipping Issue Resolution: Works with Load Planner to resolve shipping issues or to expedite shipments.
  • Inventory Cleanup: Assists Inventory Control in cycle counting or inventory cleanup/adjustments.
  • Contractor Oversight: Monitors outside contractors to ensure company rules and requests are being followed.

2. Procurement Expeditor Details

  • Vendor Management: Manage vendors to ensure that procurement procedures are met on a daily basis.
  • Query Resolution: Resolve all distribution center/goods inwards queries with regard to delivery/stock/PO’s.
  • Purchase Order Management: Generate purchase orders, run PO reports, and perform goods receipts using the SAP system.
  • Order Execution: Raise and execute purchase orders to process purchase items.
  • Purchase Order Administration: Administer purchase orders, update with confirmation dates, and resend to suppliers.
  • Vendor Information Management: Ensure all vendor information is maintained and kept up to date, including supplier contact details and purchasing price information.
  • Expediting Orders: Expedite open purchase orders.
  • Stock Management: Oversee and manage all stock transactions.
  • Stock Availability: Advice on stock availability.
  • Requisition Review: Review open purchasing requisition before execution of purchasing orders to suppliers.
  • Intercompany Liaison: Deal with Intercompany plants (Germany, Belgium, UK & France).
  • Back Order Management: Run and check back orders.
  • Cross-department Communication: Liaise with the sales and customer service team to ensure all information regarding open purchase orders is communicated.
  • Scrap Management: Organize scrapping of goods in accordance with relevant company SOP.
  • Quotation Evaluation: Evaluate received quotations and monitor incoming shipments.
  • Shipment Coordination: Monitor and coordinate import and export shipments.
  • Freight Forwarder Liaison: Liaise with freight forwarders for shipment arrangements.
  • KPI Ownership: In conjunction with the team leader, take ownership of individual KPIs as per VWR PMP process.

3. Ceramic Tile Expeditor Responsibilities

  • Material Return: Ensure the return of unused materials and supplies to the shop by installers.
  • Installer Supervision: Supervise both staff and subcontracted installations.
  • Work Order Coordination: Coordinate with the scheduler the daily work orders for installers.
  • Job Progress Check: Check in with installers to assess job progress.
  • Installer Training: Train installers on new techniques.
  • Customer Service: Work with customers, installers, and vendors to resolve concerns with products and installations.
  • Job Site Assessment: Assess the job site for possible repairs.
  • Repair Materials Determination: Determine materials needed for repair.
  • Repair Assignment: Assign the proper installer to make the repairs.
  • Repair Work: May do some repair work or small tasks to complete an installation.
  • Equipment Management: Keep track of company equipment and its care.
  • Timecard Review: Review daily and weekly timecards for staff installers.
  • Installer Report Review: Review monthly staff installer reports.
  • Performance Reviews: Conduct performance reviews for staff installers.
  • Installer Screening: Screen potential installers for subcontracting.
  • Staff Interviews: Participate in interviews of potential staff installers.

4. Tax Expeditor Job Summary

  • Return Monitoring: Monitor, resource, and track returns for tax clients including receiving, organizing, and retrieving client data, tracking workflow through the entire cycle, and communicating progress to team members.
  • Administrative Process Management: Manage the administrative process of a tax return including tracking that necessary documents are received and moved timely through the process.
  • Collaboration: Collaborate with engagement managers/team members to meet client expectations.
  • Control Administration: Monitor the administration of controls in the return/engagement process to ensure all relevant controls are performed for each engagement throughout the project lifecycle.
  • Project Coordination: Create and maintain project coordination procedures to support the success of the full return/engagement lifecycle from initiation to close.
  • Workload Monitoring: Help monitor compliance workload balancing and coordinate with other tax compliance expeditors.
  • Software Updates: Update workflow software and keep projects moving in system, update CRM system, assist clients with software navigation and answer questions.
  • Budget Review: Review budget to actual analysis.
  • Special Projects: Complete special projects and other duties to support the needs of the organization and the department’s commitment to operational excellence.
  • Client Agreement Preparation: Prepare client scope of work agreements (MSAs and other documents) for distribution to clients and track status.

5. Warehouse Expeditor Accountabilities

  • Cycle Counting: Responsible for cycle counting the entire warehouse a minimum of four times every year.
  • Misplaced Product Communication: Communicates with the loading service when misplaced products are found.
  • Count Discrepancy Reporting: Communicates cycle count differences or problems to the Manager.
  • Mislabeled Tire Processing: Responsible for processing all mislabeled tires and keeping mislabeled products in mixed bins.
  • Damaged Tire Processing: Responsible for processing all damaged tires being returned or found in the warehouse.
  • Month-End Cleanup: Assist with month-end cleanup, clear all work bins, open tasks, staging lanes, sloc-20, and process all mislabels and damaged tires.
  • System Issue Resolution: Work with the office staff or loading service to resolve system issues related to inventory, warehouse tasks, cuts, loading, etc.
  • Shipping Verification: Verifies proper carriers are used, records trailer number, seals, and ensures all shipping documents are completed and accurate before PGI-ing the load.
  • Shipping Documentation: Puts together all shipping documents for carriers, and ensures all sections are signed and completed.

6. Warehouse Expeditor Functions

  • Shipping Documentation: Tallies and files all shipping documents daily.
  • Traffic Coordination: Assist the Traffic Scheduler and Supervisor by conferring with truck lines and/or loading/spotting services.
  • Load Updates: Continuously update loads in SAP with accurate pre-tendered pickup dates.
  • Carrier Communication: Works closely with carriers for status updates on equipment and pickups before closing.
  • Staff Coverage: Fill in and handle other duties in the absence of other staff members.
  • Inbound Trailer Handling: Receives inbound trailers, creates unloaders paperwork, places trailer in the door.
  • Inbound Paperwork Management: Verifies completion, releases, and finalizes inbound paperwork.
  • QM Report Creation: Creates QM report.
  • Inventory Assistance: Assist with physical inventory.
  • Office Support: Assist in the general duties required in any efficient office, including answering telephones, taking messages, preparing reports, filing documents, etc.

7. Materials Expeditor Job Description

  • Purchase Order Management: Issue the supplier open purchase order book to suppliers on a weekly basis, and upload into SAP in a timely manner to ensure production has visibility as to delivery dates on open demands.
  • Portal Management: Manage the portal status and investigate discrepancies.
  • Shortage Reporting: Produce daily shortage reports reflecting the current status of the open orders and update the material status on the company's production materials portal.
  • Production Status Communication: Attend line-side production status meetings and provide clear updates as to the status of critical items and future material requirements.
  • BU/Production Liaison: Liaise directly with the relevant BU Manager / Production Manager.
  • Delivery Issue Communication: Keep the Buyer informed of any relevant delivery issues and escalate if revised dates have been missed.
  • Delivery Improvement Support: Support resolution and improvement of delivery dates where required to meet build schedules.
  • Supplier Documentation Management: Ensure the Supplier provides full and accurate paperwork to support the booking in of materials to Sunseeker stores, as detailed within the Supplier Manual.
  • Paperwork Issue Resolution: Work with the Buyer to ensure suppliers resolve paperwork issues.
  • Shortage Resolution: Work with the Buyer and the Supplier to determine appropriate actions to solve shortage issues, i.e., prioritization of critical parts, issuing of recovery plans.
  • Boat Close-Down Support: Support the boat close-down process.

8. Materials Expeditor Overview

  • Delivery Schedule Analysis: Summarize and analyze the delivery schedule of products.
  • Order Management: Place orders and determine requirements from Aftermarket spares requirements.
  • Inventory Planning: Plan inventories and follow-up orders toward purchasing.
  • Customer Communication: Keep customers updated on the delivery schedule.
  • Supply Chain Improvement: Participate in initiatives that will reduce the length of the supply chain, improve fill rates, and optimize inventory.
  • Supplier Relations: Maintain effective and proper relations with suppliers or representatives.
  • Filing System Organization: Organize and maintain filing systems.
  • Safety Stock Management: Regularly update safety stock levels.
  • Inventory Monitoring: Monitor the movement of materials and maintain inventory at the planned level.
  • ERP Data Entry: Populate item master into the ERP system.
  • Compliance: Comply with all NOV Company and HSE procedures and policies.

9. Expeditor Details and Accountabilities

  • Report Analysis: Compile, Review, and analyze reports (upcoming, shortages, late orders, etc.).
  • Shipping Time Reduction: Look for ways to decrease shipping times.
  • Supplier Negotiation: Negotiate with suppliers to decrease shipping times.
  • Order Tracking: Review and track orders.
  • Shipping Issue Resolution: Solve any issues related to shipping delays.
  • Internal Team Collaboration: Update and collaborate with internal teams (Sales, Business Office, Production, and Warehouse).
  • Cross-Functional Support: Support a cross-functional team, including but not limited to Facility Engineers, IMPACT Representatives, Buyers, Manila Procurement Shared Service Center Expeditor(s), and key Supplier Representatives.
  • Expediting Solution Development: Lead the development of expediting solutions.
  • Critical Order Follow-up: Follow up proactively on critical orders flagged for expediting to ensure on-time delivery.
  • Delayed Order Resolution: React to delayed critical orders by creating a solution to meet on-time delivery.
  • Solution Development (Materials/Logistics): Work with suppliers to develop alternative logistics/supply/transportation options to achieve on-time delivery, and brainstorm solutions with customers or suppliers.
  • Order Documentation: Document updated notes on all critical orders being managed in a centralized spreadsheet for customer visibility.
  • Supplier Shop Visits: Perform supplier shop visits to ensure that critical equipment fabrication milestones are being accomplished within expectations.
  • Conference Call Leadership: Lead cross-functional conference calls or team meetings with Chevron and Supplier representatives to stay on top of critical orders.

10. Shipment Expeditor Tasks

  • Transit Time Reduction: Look for ways to decrease transit time on urgent freight requests.
  • Production Coordination: Coordinate with production planners on expedited freight request specifications and timing.
  • Order Tracking: Review and track all orders.
  • Approval and Compliance: Ensure proper approvals and financial governance policies are followed during expedited shipments.
  • Milestone Tracking: Keep track of all milestones of freight as it goes through the expedited process.
  • Warehouse Coordination: Work with the warehouse staff to ensure all shipments are delivered.
  • Shipping Issue Resolution: Solve any issues related to shipping delays.
  • Leadership Reporting: Report out daily leadership on all expedited shipment status.
  • Budget Monitoring: Monitor budgets for the expedited shipping of goods.
  • Responsiveness: Provide incredible responsiveness and attention to detail.
  • System Usage: Work within ERP and TMS systems.
  • Cross-Department Collaboration: Collaborate with Trade Compliance, Material Planning, transportation providers, and warehousing on seamless handoffs of critical shipments.
  • Tracking Tool Updates: Monitor and update tracking tools with shipment progress.
  • Status Meeting Updates: Provide updates during part status meetings.
Relevant Information
What Does A Supply Chain Coordinator Do?