Overseas Logistic Coordinator

Job Title: Overseas Logistic Coordinator Department: Procurement

Reports to: Director of Procurement

Job Summary:

The Overseas Logistics Coordinator is responsible for managing the end-to-end process of overseas shipments of inventory—from supplier readiness to the receipt of such shipments at the distribution centers. This role ensures timely, accurate and complete coordination of international freight activities, system updates, supplier compliance documentation and cross-departmental communication to support business operations efficiently.

Responsibilities

Shipment Planning & Coordination

• Review supplier ready lists to determine which items should be released for shipment
• Communicate shipment releases with suppliers and select appropriate freight brokers
• Review and approve freight broker quotes and provide required shipment details (e.g., Country of Origin, HTS codes)
• Communicate regularly with suppliers regarding damaged shipments or discrepancies
• Coordinate insurance claims for international freight related issues

Documentation & System Processing

• Maintain the internal ready list on a real-time basis
• Update overseas purchase order lines with shipment information and adjust dates accordingly
• Process overseas shipments in the ERP system (i.e., Business Central)
• Maintain a lot of overseas shipments, with dates of processing and receipt; complete a comprehensive update each week
• Ensure timely system updates, within 2 weeks of supplier upload to freight platform
• Work with third party service provide (i.e., Assent) on compliance related campaigns with suppliers
• Respond to customer compliance-related product inquiries; perform independent research when information is not readily available through Assent, ensuring accurate and timely responses

Freight & System Integration Oversight

• Run system integrations manually and liaise with IT to resolve any integration issues
• Update the “Estimated Delivered in Full” dates for manually created overseas shipments at least weekly
• Review and update the Freight Adder and Transit times in the system at least quarterly

Cross Departmental Collaboration

• Serve as the primary point of contact for Sales, Purchasing, Accounting and all other internal departments regarding overseas shipment questions
• Support Purchasing and Accounting by reviewing Confidentiality Statements and evaluating Bond/Cargo Insurance requirements
• Collaborate with internal expediting teams; provide updates and PO adjustments based on a system generated Open Order Report

Expediting and De-Expediting

• Work with suppliers to prioritize and accelerate the production and shipment of critical or time-sensitive parts
• Constantly review the Open Order Report; investigate and adjust overdue dates and convey updates to all relevant parties
• Conversely, work with suppliers to delay or reschedule the production and shipment of items that are no longer urgently needed, helping to manage inventory flow and capacity
• Communicate expedite or de-expedite requests to suppliers with new, preferred timelines
• Document revised expectations and update PO notes accordingly

Special Project Support

• Manage Seed Inspection processes (typically September–January)
• Perform additional duties or projects assigned by Management

Qualifications & Skills

• Three to five years of professional experience, preferably in international or overseas logistics, freight coordination or supply chain operations
• Clear and confident communicator who recognizes the value of keeping all internal and external stakeholders informed of shipment statuses and other updates
• Strong organizational and time management skills
• Detail-oriented with the ability to manage multiple shipments and timelines concurrently
• Ability to troubleshoot issues and work cross-functionally across departments
• Experience with ERP systems (preferably Business Central)
• Proficiency in Excel and shipment tracking/logistics tools
• Working knowledge of Incoterms and international shipping documentation
• Familiarity with international freight, HTS codes, COO documentation, and insurance claims processes