Operations Coordinator

E.C.O. Fertilizers Inc.; Town of Florida (NY); On-site; USD 60,000 - 85,000; Full time

Job summary

E.C.O. Fertilizers Inc. is seeking an Operations Coordinator to oversee the trade lifecycle from contract preparation to accurate documentation for cash collection.

The role covers dry and liquid bulk vessels, containers, and coordination among clients, suppliers, terminals, and inspectors. You will manage shipping instructions, schedules, and documentary control, track shipments end-to-end, and support the sales team with contract administration while ensuring compliance and timely information

Qualifications

• Bachelor’s degree in Logistics, Supply Chain, or related field.
• 1–3 years hands-on experience in logistics, supply chain operations, or trade management.
• Knowledge of multimodal transportation and US customs clearance documentation/procedures for bulk shipments.
• Proactive, multitasking, improvement-focused with strong execution.
• Excellent communication and stakeholder management skills; able to work cross-culturally; Spanish a plus.

Responsibilities

• Issue and communicate documentary instructions, shipping schedules, and updates to clients, suppliers, and terminals.
• Coordinate inspections and surveyor nominations; ensure reports meet standards.
• Manage end-to-end trade execution with logistics providers to ensure compliant, timely shipping.
• Schedule laycans, vessel nominations, and cargo bookings; monitor fulfillment of contracts.
• Prepare, review, and manage shipping instructions and export documents (B/L, packing lists, invoices, LC).
• Support sales with contract drafting and database maintenance.
• Collect documents for claims and laytime calculations; liaise with insurers as needed.
• Monitor risk and escalate issues to management; maintain schedule integrity.
• Serve as primary contact for customers and resolve inquiries promptly.
• Manage 3P service providers: quotes, terms, and vendor invoices.

Skills

Bachelor’s degree

Logistics experience

Multimodal transport

Stakeholder management

Spanish language

Education

Bachelor’s degree in Logistics, Supply Chain or related field

Job description

The Operations Coordinator is responsible for providing flawless and efficient service throughout the entire trade lifecycle, from contract preparation to the issuance of precise documentation for cash collection. This includes handling dry and liquid bulk vessels as well as containers, while ensuring accurate and timely information flow among all stakeholders.

Key Responsibilities

Flawless Communication: Manage the issuance and communication of documentary instructions, shipping schedules, and updates to clients, suppliers, terminals, and other relevant parties. Liaise with internal departments and external partners to organize inspections, coordinate surveyor nominations for cargo inspections and ensure inspection reports meet established standards. Track shipments from the port of origin through transit points to destination, providing clients with real-time updates and ensuring delivery timelines are met.

Trade execution: Assure the comprehensive execution of trade transactions, collaborating with key stakeholders such as suppliers, clients, charterers, vessel owners/brokers, port agents, inspectors, and logistics providers to ensure seamless trade and information flow. Facilitate the transportation of goods to final destination by arranging, monitoring, and controlling logistics services such as transportation and insurance, ensuring compliance with contractual and regulatory requirements.

Handling of Discharge Operations: Proactively monitor vessel unloading into shore facilities, barges or other transport means to ensure a seamless process, including the timely issuance of inspection certificates. Promptly address or elevate any situation that may cause potential delays, minimizing operational disruptions and maintaining schedule integrity.

Scheduling: Coordinate and manage laycans and bookings, providing regular updates to all parties and ensuring timely vessel nominations, acceptance, and deployment. Monitor and verify that cargo and shipping commitments are fulfilled according to contractual obligations, escalating potential issues to management or relevant teams when necessary.

Documentary Control: Prepare, review, and manage shipping instructions, export documentation (e.g., Bills of Lading, Packing Lists, Certificates, Invoices, Letters of Credit), and ensure accuracy and timely submission and approval to/ by relevant parties.

Supporting Sales Team: The role involves drafting and maintaining contractual agreements, managing a contract database, and ensuring compliance with agreed commercial terms.

Claim & Laytime Calculations Management: Collect and retain supporting documents for claims related to shortages or quality issues and coordinate the preparation of documents needed for claim escalation to an insurance company. Collect and submit documents for laytime calculations with suppliers and customers.

Risk Mitigation: Conduct internal checks and controls to anticipate and mitigate risks to prevent any interruptions in loading/ unloading operations or disruptions in trade execution and elevate any non-standard situations to the Director of Operations and/or Trader.

Active Customer Service: As the primary point of contact for customers, the role addresses day-to-day inquiries and resolves problems or complaints promptly to maintain high standards of customer satisfaction.

Management of 3P Service providers: Obtain quotes for vendor services, negotiate terms, and manage relationships with service providers. Verify vendor invoices for accuracy before processing payments.

Continuous Improvement: Review and analyze costs, local transportation and inspection rates, and shipping schedules regularly, recommending adjustments to optimize costs and efficiency.

Perform other relevant duties as assigned by management to support overall trade and operations functions.

Required Skills & Qualifications

• Bachelor’s degree in Logistics, Supply Chain Management, Business Administration, or a related field.
• 1-3 years of hands‑on experience in logistics, supply chain operations, or trade management in dry and/ or liquid bulk operations.
• Knowledge of multimodal transportation and customs clearance documentation/ procedures in the US for dry and liquid bulk products.
• A result‑oriented personality with a proactive attitude committed to delivering tasks to resolution, demonstrating the ability to multitask, prioritize effectively, and maintain a focus on continuous improvement and operational excellence.
• Effective communication and stakeholder management skills, with the ability to build strong relationships internally and externally.
• Confident in navigating multicultural workplace. Spanish is a huge plus.