Trade Execution Coordinator

Job Purpose and Impact

This role leads the end‑to‑end execution of global containerized sugar shipments, ensuring contractual accuracy, shipment reliability, and financial integrity across major origins (Europe, Brazil, India, Thailand). The position has direct impact on minimizing operational risks, preventing demurrage and shipment rollovers, protecting P&L, and maintaining on‑time delivery to global customers. Strong coordination, time‑critical decision-making, and proactive issue resolution are essential to safeguard business margins and uphold service excellence.

Key Accountabilities

1. Contract Validation & Pre‑Shipment Control

• Interpret business confirmations, validate contract terms, and ensure timely issuance of prepayment invoices (fixed or provisional).
• Secure prepayments within required timelines to avoid shipment delays or financial exposure.

2. Time‑Critical Shipment Planning

• Source freight rates, finalize container bookings, and align shipper readiness with container availability.
• Share schedules and request DI from buyers promptly to avoid vessel cut‑off risks and potential rollovers.

3. Documentation Accuracy & Deadline Management

• Issue shipping and BL instructions within strict timelines; coordinate VGM, draft approvals, and container pickup orders.
• Ensure error‑free documentation to prevent LC discrepancies, port delays, or storage costs impacting P&L.

4. Execution, Tracking & On‑Time Delivery

• Monitor shipments end-to-end, manage transshipments, and proactively resolve delays or rollovers.
• Communicate sailing updates to buyers, ensuring full visibility and customer confidence.

5. Financial Stewardship & P&L Protection

• Issue final invoices on time and ensure prompt payments from buyers to mitigate credit and FX risk.
• Process freight, shipper, and forwarder payments accurately to maintain uninterrupted operations.
• Work with Treasury and Accounting to allocate funds correctly and close month-end with zero unallocated items.

6. Trade Finance & Compliance

• Handle LC documentation, avalized drafts, trust receipts, and LOI/Telex Release processes with precision.
• Partner with Legal to resolve third-party payment issues and ensure full compliance across transactions.

7. Insurance & Claims Handling

• Issue marine insurance for CIF shipments and support claim processes for damage, shortage, or quality disputes.

8. Dispute Resolution & Cost Control

• Manage and resolve disputes related to freight rate mismatches, demurrage, detention, SOA mismatches, and shipment delays.
• Coordinate quality and weight settlements with shipper and buyer, minimizing negative financial impact.

9. Position Management & Internal Coordination

• Ensure timely PS creation for accurate MTM/position tracking by trading teams.
• Manage afloat shipments and provide timely updates to internal stakeholders.

10. Month-End & Operational Closure

• Release all shipment data for month-end, finalize invoices, and ensure clean reconciliation of all allocations.
• Support audit and reporting requirements with complete and accurate documentation.

Qualifications

Minimum Qualifications

• Bachelor's degree in a related field or equivalent experience
• Minimum requirement of 2 years of relevant work experience. Typically reflects 3 years or more of relevant experience.

Preferred Qualifications

• Experience managing and planning import/export process, customs documentation, shipping, and receiving of foreign merchandise in a global matrixed company.