Job Description

OVERVIEW

This Engineering Support Specialist position will provide materials coordination and support to the Materials Management (NSLM) organization within the Logistics Management Office (NSL) group. This position will provide support in validating that government-furnished project materials are available to construction contractors as indicated in the contract release and work schedule. This position will collaborate and work closely with the NSL supervisory, Contracting Officer’s Representatives (CORs), Contract Specialists, Contracting Officers (COs), Investment Recovery (IRC) personnel, Shipping and Receiving and a variety of NSLMs customers, both internal and external.

REQUIREMENTS

Education & Corresponding Experience (required)

• High school diploma or equivalent is required
• Bachelor’s Degree in business administration, supply and logistics management, construction management or engineering or a closely-related technical field is desired.
• This is a Level 2 position: 5 years of engineering operations experience, supporting construction logistics and engineering operations or a related field is required.
• The technical experience must be consistent with the specific requirements of engineering operations and progressively more technical in nature.
• Must possess broad knowledge of engineering operations policies and procedures involving material and equipment inventory and control.
• Knowledge of and experience with processes, automated records and control systems for acquisitions, accountability, control and disposal of facilities, equipment, materials, supplies, and other resources.

Required Technical Skills & Experience (required)

• Experience with Oracle based Enterprise Resource Planning software.
• Experience with Excel Visual Basic for Applications (VBA).
• Working knowledge of SharePoint, sufficient to enter and retrieve data.

Preferred Skills & Experience (optional)

• Extremely detailed oriented and capable of working independently in support of multiple complex projects.
• Able to identify problems and articulate them to leadership in a manner that is easily understandable and timely.
• Possess oral communication skills that allow for the conveyance of technical advice and information to clients and coworkers who have varying degrees of understanding of the subject matter.
• Comfortable working from a given set of rules, guides or processes.
• Excellent customer service and communication skills. Display calm and customer-oriented attitude in fast-paced and sometimes stressful conditions.
• Possess a high level of organizational abilities, multi-tasking skills and be detail-oriented.
• Able to manage support to assigned projects, and given a set of guides, able to formulate and provide advice to clients to achieve desires outcomes.

POSITION RESPONSIBILITIES

• Review Bills of Materials, availability of Government Furnished Materials (GFM) and Material Request (MR) Order Status Reports for long lead items to validate materials for project(s) are ordered and will be available at time of construction Notice to Proceed (NTP).
• In collaboration with the manager, Contracting Officer’s Representative (COR), Contract Specialist and/or the Contracting Officer (CO) and using established guidelines, perform the following:
• Provide construction contractor with detailed lists of project materials and quantities required.
• Provide external stakeholder a pre-defined written and/or verbal overview of technical specifications regarding material procedures.
• Following established procedures, run pre-defined reports to identify materials that will not be available for project and submit written notification to project team, including the construction contractor.
• Alert the Project Manager (PM) and/or project team of any material issues and keep updated throughout resolution.
• In coordination and collaboration with manager, COR, CO and/or other appropriate personnel, assist in expediting materials, tracking down missing or incomplete shipments of materials, and resolving material availability issues.
• Monitor MR Need Dates; coordinate with the Ross Warehouse to facilitate / arrange pick up of project materials as well as communicate whether material is to be shipped or staged for release to a construction contractor.
• Coordinate, facilitate and schedule release of materials to construction contractor(s), as per contract requirements / agreements.
• Work closely with Receiving, Shipping, and Contract Specialists to validate that material inventories are accurately filled, loaded and transported to the appropriate location in time to keep project(s) on schedule.
• Create inventory worksheets for use during a physical inventory.
• Create MRs as needed upon request from the construction manager / construction contractor based on the identified required items and quantities following pre-established procedures.
• Using established guidelines and procedures process material returns. Collaborate and coordinate with Investment Recovery (IRC) for the return of project materials for future utilization or disposal. Provide copies of Material Return Receipts to IRC, detailing work orders and associated Material Requests.
• Monitor, track and report all material utilized during subject project(s) and calculate cost of materials wasted, lost or damaged by construction contractor. Provide materials cost detail, including recommendations on the potential for chargeback to contractor(s).
• Attend a variety of meetings, providing material status report/updates to project manager(s) and construction contractor(s) as requested.
• Extract BES, Asset Suite and PowerBI reports and perform analysis of material charges against subject project work orders, verifying accuracy; work with the manager in resolving the discrepancies identified.
• Participate in the NSLM improvement process by providing recommendations for new and/or revised procedures, processes and guidelines; and, by meeting and collaborating with NSLM staff to determine best practices and assisting with the development / drafting of procedural changes, updating work flow processes, and defining subsequent associated training.
• As requested, assist in the above areas and with other assigned tasks related to the delivery of government-furnished materials to construction contractor.
• Mark documents and maintain filing system(s), files, emails and records in accordance with compliance requirements. Share and disperse documents only to appropriate personnel (those with a Lawful Government Purpose (LGP)). Mark and maintain all official records in accordance with the Information Security (INFOSEC) and Information Governance & Lifecycle Management (IGLM) standards and procedures. Validate official records are accurately maintained for auditing purposes.

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