Supports supply chain operations by tracking purchase orders, supplier acknowledgments, delivery commitments, broken promises, and expediting needs. Maintains accurate part, supplier, and order data in SAP Business One and Excel. Coordinates with suppliers, buyers, planners, and internal stakeholders to resolve past-due orders, support supplier qualification, and improve on-time delivery. The role is fully on-site in Fremont and includes occasional warehouse and production-area visits.
Reporting to the Controller & Supply Chain Manager, the Supply Chain Specialist supports Swagelok Northern California's supply chain by tracking order timelines, expediting at-risk shipments, and maintaining accurate delivery and supplier data. With guidance from the Controller & Supply Chain Manager, the role tracks, communicates, and resolves material commitments so that internal and external customer requirements are met.
Key to this role is confirming that purchase orders are acknowledged by suppliers, identifying and expediting broken promises (supplier delivery commitments that have been missed or pushed past the promised date), and setting up new parts and suppliers accurately in company systems to support on-time delivery.
Core responsibilities include proactive pull-ins and expedites, broken promise tracking and data governance, purchase order acknowledgment and follow-up, and new part and supplier setup.
Key Responsibilities
Expediting & Broken Promise Management
- Identify orders that can be pulled in ahead of the need date and initiate pull-ins with suppliers (Proactive Pull-Ins).
- Initiate Full Service Expedites (FSE) for orders with broken delivery promises.
- Record broken promises in the system of record as they occur, and track promise-date and status changes through resolution.
- Maintain complete, accurate, and current expedite data to support FSE data governance.
Order Management
- Set up new parts in the system (New Part Adds) accurately and completely, subject to supervisor review.
- Obtain and record supplier acknowledgments for all open purchase orders (POs) within 2 business days of issuance.
- Manage the PO acknowledgment and re-acknowledgment process, following up with suppliers when acknowledgments are missing or delivery dates change.
- Monitor past-due POs and follow up with suppliers to resolve them and reduce delivery risk, escalating unresolved issues to the Controller & Supply Chain Manager.
Supplier Management
- Set up new suppliers in the system (New Supplier Adds) and collect required supplier documentation.
- Support supplier qualification by gathering and organizing the documentation used to confirm suppliers meet company standards before onboarding.
Physical Requirements & Work Environment
- This is an on-site position at our Fremont location, Monday–Friday.
- Extended periods of computer work using SAP Business One and Microsoft Excel.
- Occasional visits to warehouse and production areas, where noise levels may be moderate.
- Occasionally lift and carry items up to 25 lbs.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.
Skills, Competencies, Education & Work Experience
Skills & Competencies
- Proactive Follow-Through. Identifies at-risk orders and broken promises early and follows them through to resolution, escalating when needed, before they affect the customer.
- Data Accuracy & System Diligence. Maintains accurate, current records for parts, suppliers, and broken promise and expedite data.
- Supplier Communication. Follows up professionally with suppliers on acknowledgments, past-due POs, and delivery commitments, and builds working relationships that support responsiveness and on-time delivery.
- Organization & Time Management. Prioritizes multiple open tasks and meets deadlines in a fast-paced environment.
- Cross-Functional Collaboration. Works effectively with Buyers, Planners, and other internal stakeholders to resolve order issues.
- Systems & Technology Proficiency. Uses SAP Business One and Microsoft Excel to track orders, maintain records, and support reporting.
Education & Work Experience
Required:
Required:
- High school diploma or equivalent.
Preferred:
- Bachelor's degree in supply chain management, business, or a related field.
- Prior experience in supply chain, procurement, purchasing, or a related administrative role.
Benefits
- 100% covered employee Medical, Dental, & Vision Insurance
- Up to 80% dependent coverage for Medical, Dental, & Vision Insurance
- Life Insurance
- Health Care Flexible Spending Account
- Dependent Care Flexible Spending Account
- 401k Plan & Company Matching up to 4%
- Short-Term and Long-Term Disability
- Competitive Pay
- Generous PTO
- Paid Holidays
- Tuition Reimbursement
- Gym Membership Reimbursement up to $50/month
- Professional Coaching
Equal Opportunity Employer
Swagelok Northern California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion (including religious dress and grooming practices), sex (including pregnancy, childbirth, breastfeeding, and related medical conditions), gender, gender identity, gender expression, sexual orientation, national origin, ancestry, age, physical or mental disability, medical condition, genetic information, marital status, military or veteran status, reproductive health decision-making, or any other characteristic protected by applicable federal, state, or local law.
Swagelok Northern California provides reasonable accommodations to qualified individuals with disabilities, and for sincerely held religious beliefs and practices, throughout the application and hiring process. If you need an accommodation to apply or interview, please contact [email protected].
About
Since 1947, Swagelok Company has designed and manufactured high-quality fluid system products. Today Swagelok is a $2 billion company with 5,400 associates, 20 manufacturing facilities, 6 global technical centers, and a network of 225 sales and service centers in 70 countries. Swagelok is a values-based company committed to innovation, customer focus, integrity, respect, continuous improvement, and quality. Established in 1963, Swagelok Northern California is the sales and service center serving 58 counties of northern California and northwestern Nevada.If you are ready to take the next step in your career, know that Swagelok is repeatedly recognized as a top place to work. And when you work here, you are helping to deliver value from the bottom of the ocean to outer space and in countless industrial facilities in between. We also offer room to grow—our inclusive environment encourages the development of all employees. We offer benefits that start on your first day of work, including 401K with matching dollars, an employee stock ownership program, and generous time off. Visit our careers page to learn more.
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