Logistics and Administrative Coordinator
About the Role
Vanasia Polymers is a plastics trading company managing ocean freight shipments across multiple international lanes. We're looking for a detail-oriented Logistics & Administrative Coordinator to own the day-to-day logistics operations that keep our trading business moving — from freight rate management to booking coordination to shipping documentation.
This is a remote role well suited to someone who is organized, communicates clearly and promptly over email, and is comfortable juggling multiple shipments, forwarders, and suppliers at once.
What You'll Do
Freight Rate Management
- Communicate with ocean freight forwarders to request and gather rate quotes
- Ensure quotes include all required details (ocean freight, BL fee, free time/detention days at POD, validity, routing, etc.)
- Maintain and update the rate sheet as new quotes come in
- Track rate validity and proactively follow up to renew rates before they expire
- Compare rates across forwarders to support sourcing decisions
Bookings & Forwarder Coordination
- Place bookings with forwarders once rates and shipment details are confirmed
- Ensure bookings are made on time to meet cutoffs and cargo-ready dates
- Follow up on outstanding rate requests and bookings to keep things moving
- Track booking status and flag any delays or issues
Supplier Coordination
- Help schedule bookings and loading dates with suppliers
- Check in on loading status and cargo readiness
- Request shipping documentation from suppliers in a timely manner
Documentation
- Review draft Bills of Lading (BL) to confirm they match customer and shipment requirements
- Help issue proformas, purchase orders, and final invoices
- Prepare and send complete loading packets with all required documents to relevant parties
What We're Looking For
- Strong written communication skills — you'll be emailing forwarders and suppliers daily
- Highly organized, with the ability to track multiple open requests, bookings, and shipments simultaneously
- Comfortable with deadlines and proactive about following up before things fall through the cracks
- Attention to detail, especially when reviewing shipping documents against requirements
- Experience with logistics, freight forwarding, international trade, or import/export administration is a plus, but not required — we're happy to train the right person
- Reliable internet connection and availability during standard business hours
Details
- Type: Remote
- Pay: $20–25/hr, based on experience
- Reports to: Purchasing Director
Pay: $20.00-$25.00 per hour
Benefits:
- Flexible schedule
- Profit sharing
- Work from home
Work Location: Remote
