Logistics & Vendor Coordination Specialist

Retif-Oil-and-Fue; Harvey (IL); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

401(k) Retirement Plan

Paid time off

Paid holidays

Medical Insurance

Dental Insurance

Vision Insurance

Flexible Spending Account (FSA)

Company paid disability insurance

Company paid life insurance

Company paid AD&D insurance

Job summary

Retif Oil & Fuel is seeking a Logistics Coordinator for our Harvey, IL operations to manage site setup, vendor coordination, and daily 3PL tasks. You will own the queue, track installations, and ensure accurate invoicing and scheduling with vendors and customers.

The role emphasizes communication under pressure, attention to detail, and proficiency with Excel and CRM systems. Experience in fuel, lubricants, or tank equipment is a plus, with strong teamwork valued.

Qualifications

• Two or more years in logistics coordination, dispatch, service scheduling, or inside sales support.
• Proven ability to own a queue and follow-up.
• Strong spreadsheet and CRM discipline.
• Direct, calm communication with vendors and customers under time pressure.
• Fuel, lubricants, or tank equipment experience preferred.
• Excellent written and verbal skills.
• Proficiency in Microsoft Excel and Microsoft Office applications and ability to learn internal systems.

Responsibilities

• New Site Setup: take handoff, confirm site details, tank size, and delivery date.
• Vendor and Daily Operations: manage 3PL queue and serve as contact for invoicing and delivery scheduling.
• Closeout: schedule off-rental, pump out, and pickup; reconcile final vendor billing.
• Data and Documentation: maintain 3PL tracker and log activity in CRM; keep SOP current.

Skills

Logistics coordination

Dispatch

Service scheduling

Queue ownership

CRM discipline

Vendor communication

Excel

Microsoft Office

Tools

Microsoft Excel

CRM systems

ERP systems

Job description

Description

Retif Oil & Fuel is one of the largest fuel and lubricant distributors in the southeast. We have proudly served our community since 1965, and we look forward to continued growth. At Retif, we are delivering energy to build communities.

We all work together to grow our annual gallons sold to allow for us to impact our communities by creating new job opportunities.

We specialize in delivering energy. If you want to belong to a team that does that well every day, this might be the role for you.

Our customers are in industries like transportation, construction, marine, and retail. If you have experience working with this type of customer – or want that experience – this role may be a great fit.

You will love it here if you value:

• Trust – When we say we’re going to do something, we do it.
• Team – Our players are the most important part of who we are.
• Fun – We find a way to enjoy what we do every day.
• Make an Impact – We positively affect our customers, co-workers, and community.
• Learn and Evolve – We seek the best way, and we adapt.

Core Responsibilities

New Site Setup

• Take the handoff from the sales representative at closed won: site details, access requirements, tank size, product, monitoring ownership.
• Source equipment from the correct vendor, internal or third party, and confirm the delivery date before it is committed to the customer.
• Track equipment through install and first fill. Confirm the site is live with both the rep and the site contact.

Vendor and Daily Operations

• Work the 3PL queue to zero every day.
• Serve as the single point of contact for vendors and site contacts on invoicing, equipment problems, site access, and delivery scheduling.
• Communicate effectively to all parties involved with detailed information to the vendors and sales reps for situations including but not limited to runouts, equipment failures, and schedule changes.
• Coordinate maintenance, including pump repairs, filters, hoses, and nozzles. Confirm completion with the site contact and the vendor.

Closeout

• Schedule off rental, pump out, and pickup as jobs complete.
• Reconcile final vendor billing before the job is closed.

Data and Documentation

• Maintain the 3PL tracker: location, vendor, tank size, ownership, monitoring responsibility, and current status.
• Log activity and account notes in the CRM
• Keep the 3PL SOP current.

Requirements

The best candidate will have the following qualifications:

• Two or more years in logistics coordination, dispatch, service scheduling, or inside sales support
• Proven ability to own a queue and follow-up
• Strong spreadsheet and CRM discipline.
• Direct, calm communication with vendors and customers under time pressure
• Fuel, lubricants, or tank equipment experience preferred
• Excellent written and verbal skills
• Proficiency in Microsoft Excel and Microsoft Office applications and ability to learn internal systems

Additionally, while performing duties, the employee is required to sit, stoop, lift up to 15 pounds, type, communicate effectively, manage conflict, work evenings and/or weekends, attend remote meetings, and travel.

In the performance of respective tasks and duties, the employee is expected to:

• Successfully perform quality work within deadlines with or without supervision.
• Interact professionally and confidently with other employees, customers, and contacts.
• Work effectively as a team contributor on all assignments.
• Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.

At Retif, we offer our employees several fantastic benefits. These benefits include:

• 401(k) Retirement Plan
• Paid time off
• Paid holidays
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Flexible Spending Account (FSA)
• Company paid disability insurance
• Company paid life insurance
• Company paid AD&D insurance
• And more!

This job description is not a contract of employment. The duties and responsibilities can change at any time at management’s discretion.

Retif Oil & Fuel is an Equal Opportunity Employer. Retif provides employment opportunities without regard to race, color, religion, national origin, age, sex, sexual orientation, gender identity, disability, or veteran status.