Logistics Inbound/Outbound Coordinator

Gabrielle Manaskie 

This position(s) is responsible for executing physical coffee contracts, worldwide. The intent of this position is to execute contracts by maximizing supplier satisfaction and minimizing potential financial risks for the company. Maintain operating systems and control reports to timely and accurately reflect information and status of shipments. Responsible for preventing and resolving day to day forwarding problems by maintaining consistency and timely contract execution.

A. PRE-SHIPMENTS

1. Responsible for monitoring unshipped position reports (UPR).

2. Responsible for sending shipping instructions (SI) on a timely basis.

3. Following up with the trading desk for any missing destination declaration according to the contracted shipment periods.

4. Responsible for monitoring pre-shipment samples (PSS) where applicable.

5. Assist in tracking/tracing whereabouts of the PSS; ensure shipment and approval of the PSS are executed on a timely basis prior to the contracted shipment period.

6. Monitoring receipt of booking confirmations and Importers Security Filing (ISF) when applicable.

7. Ensure booking confirmations are received in a timely matter from the date of the Shipping Instructions.

8. Verify shipment information received corresponds with shipping instructions.

9. Monitor and address any shipper or carrier delays.

10. Monitor receipts of Shipping Advises (SA) and FDA Prior Notice (FDA PN).

11. Verify all shipment details received are identical to the Shipping Instructions sent.

B. AFLOAT

1. Responsible for tracking/tracing vessel and cargo routing during the week as needed.

2. Reporting of extensive delays or transit outside standards provided under the ICL tender matrix.

3. Issuing Customs and FDA entry work orders five days prior to vessel arrivals.

4. Ensure government releases are received on a timely basis.

C. PIER

1. Issue delivery orders for drayage and stripping to the warehouse within time of availability and applicable contract terms and conditions.

2. Responsible for monitoring and avoiding storage demurrage and detention with the exception if less the alternative warehouse expense.

D. WAREHOUSE

1. Responsible for landing coffee and placing in store in warehouse within time of availability and applicable contract terms and conditions.

2. Weigh and sample coffee as per applicable contract terms and conditions – avoiding time bars.

3. Responsible for sending out notices of potential claims to all parties involved in the handling of the cargo if/when exceptions are received; i.e. damages, shortages, and container and/or seals broken etc.

4. Ensure all evidence is secured to protect rights of recovery.

5. Responsible for monitoring timely reconditioning or re-bagging of damaged coffee.

E. POST LANDING / STORAGE

1. Responsible for reviewing weight certificates for possible ship weight claims or weight loss above the franchise.

2. Ensure submission of weight claims within the expected time frame allowed by the applicable contract terms and conditions.

3. Appoint a surveyor for insurance claims.

4. Liaise with surveyor and warehouse final disposition of damage container and coffee.

5. Ensure to collect all documents to support insurance claims.

6. Process work orders and vendor bills covering out of the ordinary services; i.e. infestation/fumigation; reconditioning, etc.

F. MISCELLANEOUS

1. Provide assistance to Logistics Outbound Sales Coordinators, Trading and Accounting departments in coordinating all functions related to the execution of the purchase and in some cases, the sales contracts as well as for other issues.

2. Ensure to identify and resolve security gaps.

3. Responsible for being in contact with suppliers and vendors.

12. All other applicable responsibilities assigned by your manager.

A. OPEN POSITION

1. The Outbound Logistics Coordinator must identify, and inform traders and logistics personnel, any information or data that may not be accurate.

2. Maintain control reports, the Unmatched Sales Position Report (USPR) and Matched Sales Position Report (MSPR) to timely and accurately reflect information and status of shipments.

3. Ensure the USPR and MSPR is reviewed regularly to ensure its total integrity.

4. Responsible for reviewing the USPR and MSPR regularly to identify miscellaneous data that needs to be cleared from the reports.

5. With the assistance of the contract input and I/T desks, ensure the removal to these miscellaneous quantities in the reports.

6. Inform the sales trader or buyer on all sales with open destination for the current and next shipping period.

B. ALLOCATION

1. Responsible for matching and allocating trades per trading desk instructions/guidelines once the coffee is confirmed afloat.

2. Pass shipping advises to the customers according to established procedures.

C. PIER POSITION

1. Avoid demurrage; detention and warehouse costs and other avoidable expenses associated with the delivery of the coffee except where it is less than the alternative option.

2. Secure weights and file weight claims within the scope of the GCA and ECC contract terms, whichever is applicable.

3. Attend to claims related to insurance or service providers for theft, shortage, damages and other claims.

D. TENDER

1. Issue sample orders/tenders according to established procedures, contract terms and customer requirements as soon as the coffee has been confirmed arrival at the pier/terminal or instore the warehouse, whichever is applicable.

2. Request to delay the tender must be discussed with the sales trader.

3. Using the MSPR, follow up for sample approvals. Approvals must be received no later than 1 week from date of sample order. Discuss with sales trader if repeated reminders for sample approvals have no responses.

4. Discuss any quality claims with sales trader on a timely basis.

E. DELIVERY ORDER

1. Release the coffee according to established procedures, contract terms and customer requirements. Request to delay the delivery must have the sales trader’s approval.

2. Weigh coffee as per established procedures, contract terms and customer requirements.

3. Attend to claims that are related to insurance or service providers for theft, storage, damages, and other claims.

4. Maintain the delivery order for un-invoiced reports.

F. SALES INVOICE

1. Invoice Proforma or final according to established procedures, contract terms and customer requirements.

2. Maintain the unfinalized proforma invoice report.

3. Issue Final vs. Proforma invoices timely and no later than the week of delivery order.

4. Bill for financing, cost to carry and other charges.

G. CUSTOMER SERVICE

1. Create a customer profile per key account assigned and update as needed.

2. Reply to customer (internal and external) inquiries and provide timely, accurate information on shipment and landed status.

3. Conduct weekly meetings with sales traders to discuss buyer’s position and other sales related issues.

4. Provide assistance/expertise to Trading/Accounting Depts. In solving difficult or unusual forwarding problems.

H. FOB, CIF & C&F (Sales) POSITION

1. Obtain shipping instructions and destinations from FOB, CIF, and C&F buyers no later than thirty (30) days prior to the contractual shipping period.

2. For FOB, CIF, and C&F sales contracts (Subject to approval of pre-shipment samples), request for PSS instructions no later than thirty (30) days prior to the 1st day of the contractual shipping period.

3. Responsible for sending shipping instructions and destinations to shippers no later than fifteen (15) days prior to the 1st day of the contractual shipping period.

4. Receive complete booking confirmations, which must be received within one (1) week from date shipping instruction was sent.

5. For destination U.S.A, receive the Importers Security Filing (ISF “10+2”) advises. ISF advises must be received by NGUS and buyer and/or buyer’s nominated customs broker no later than forty-eight (48) hours prior to vessel loading at origin or in the case of transhipment, no later than forty-eight (48) hours prior to vessel loading at the last foreign port.

6. Match booking and/or ISF against shipping instructions.

7. Responsible for matching and inputting shipping advises AND U.S. Destination Prior Notice (FDA PN) data against shipping instructions sent.

8. Following up for completion of shipping advises and for U.S. destination FDA PN no later than forty-eight (48) hours after estimated sailing date provided on the booking confirmation.

9. Responsible for sending shipping advises to FOB, CIF, and C&F buyers no later than the time frame allowed by the GCA or ECC contracts as applicable.

10. Arrangement of payment of the Ocean Freight for shipment sold CIF or C&F prior to vessel arrival at destination.

11. Put shippers on notice of consequences that may arise due to late presentation of documents.

12. Analyse any items on monthly statements from steamship lines with the assistance of ICL.

13. Present sales invoices and shipment documents timely and within the scope of the GCA and ECC contracts rules as applicable.

14. Process all back to back FOB, CIF, and C&F weight, quality and other claims within the time frame allowed by the GCA or ECC contracts rules as applicable.

15. The UPR and TOPR must be reviewed regularly to identify sales and miscellaneous data that need to be cleared from the report.

16. Responsible for removal of any miscellaneous quantities in purchase contracts with assistance from contract inputs and I/T desks.

I. FOB, CIF AND C&F (SALES) POSITION: CUSTOMER SERVICE

1. Create a customer profile per key account assigned and updated as needed.

2. Reply to customer (internal and external) inquiries and provide timely, accurate information on shipment and landed status.

3. Conduct weekly meetings with sales traders to discuss buyer’s position and other sales related issues.

4. Provide assistance/expertise to Trading/Accounting Departments in solving difficult or unusual forwarding problems.

Specialized Knowledge:

The Logistics Inbound/Outbound Coordinator position requires communication and negotiating skills, an understanding of ocean transportation, insurance, freight forwarding, warehousing, trucking, customs brokerage, import and export, trade finance, INCO terms and GCA & ECC coffee contract terms and conditions.

Qualifications & Training:

• Bachelor’s degree in international trade, supply chain, logistics, business administration OR equivalent experience required.

Knowledge/Skills:

• The ability to work in a fast-paced environment with minimal to no supervision.

• Strong decision making and problem-solving skills with an ability to proactively develop innovative solutions.

• Excellent Analytical skills by understanding implications and complexities of different regulations.

• High attention to detail and delivery of quality outputs.

• High levels of written and oral communication skills to ensure all employees and business partners understand the importance of compliance.

• Strong organizational, problem solving, and interpersonal skills.

• Strong decision-making skills to ensure workload and limited vendor and service selection.

• Strategic agility, including strong business and judgement.

• Self-driven and results focused.

• First class influencing and persuading skills to enforce policies, adhere standards and reduce risk.

• To be able to work independently, as well as part of a team.