Logistics Coordinator

Position: Logistics Coordinator

Department: Supply Chain

Reports to: Logistics Supervisor

Date: December 2025

About the Company:

Water Lilies Food, LLC is a private equity-backed manufacturer and distributor of premium Asian-inspired food.Established for 30 years, the company moved in 2020 to a new state-of-the-art facility in Bay Shore, NY (Suffolk County Long Island) and is experiencing rapid growth. We are developing and supplying product for some of the leading retailers, wholesalers, and branded Asian-appetizer businesses. Our Vision is to be the preferred supplying partner of premium Asian-inspired food.We achieve this by living up to our Mission to deliver our products and services with attention to detail, a continuous improvement mindset, agility, and authenticity. Our culture is a place where employees can have a meaningful impact on the business and organization. We work collaboratively and humbly strive to get better every day while being respectful of all talents and backgrounds. The company is embarking on another major expansion project and is expecting to more than double the business in the next 3-5 years.

Job Summary:

The Logistics Coordinator supports day to day transportation, warehousing, and import execution across multiple distribution centers. This role is primarily responsible for tendering loads, scheduling trucks, coordinating with our 3PL partner (Americold), and ensuring accurate shipment reconciliation and visibility. Success requires strong attention to detail, speed, and follow through to protect service, support OTIF performance, and maintain clean data for the broader supply chain team.

Responsibilities:

Scheduling and Coordination

• Take ownership of all outbound and inbound truck scheduling with the 3PL

• Manage transfers between our facility and Americold, and between DC locations

• Balance loads and transfer timing to maintain inventory availability at each DC

Shipment Reconciliation

• Reconcile all outbound and inbound shipments from 3PL and owned warehouse

• Confirm lots moved between DCs and lots shipped to customers

• Identify discrepancies, missing documentation, and unreported movements and escalate quickly

Inventory and Transfer Balancing

• Monitor transfer completions across all DCs

• Flag risks early when timing or volume threatens customer availability or safety stock

• Ensure the supply chain team has accurate and timely transfer visibility through trackers and reports

Imports Management

• Take operational ownership of inbound import containers

• Track container status, arrival, drayage, and receiving at DCs

• Escalate delays that may create safety stock outages and communicate clear recovery timing

Core Responsibilities

Freight Analytics and Optimization

• Analyze outbound freight on a cost per pound and cost per order basis by lane and customer

• Identify route and mode optimization opportunities with the Logistics Manager

• Compare carrier performance, costs, and transit times to recommend adjustments

• Monitor accessorial trends (detention, lumper, redelivery) and surface root causes

• Build and maintain a simple freight analytics dashboard for weekly business reviews and budget tracking

Daily Freight Execution

• Tender loads through email and carrier portals in line with SOPs

• Confirm dock appointments with 3PL for outbound shipments

• Coordinate inbound deliveries of raw materials from 3PL

• Maintain clean documentation for all loads, including references, POs, and lot details

3PL and Internal Communication

• Respond quickly to dock questions, reschedules, and accessorial issues

• Provide accurate references, PO numbers, lot codes, and shipment details to 3PL and carriers

• Keep the supply chain team informed of service issues, delays, and material risks via daily updates

Data Management and Reporting

• Maintain OTIF logs, transfer logs, import trackers, and daily shipment dashboards

• Validate EDI documents (940, 945, 214, 856) for completeness and accuracy and flag issues for correction

• Provide a concise daily logistics summary (shipments, exceptions, imports, transfers) to the supply chain team

Process Discipline and Continuous Improvement

• Follow SOPs for tendering, scheduling, communication, and reconciliation

• Identify opportunities to reduce errors, accessorial, and manual rework

• Support the Logistics Manager in updating SOPs and playbooks as processes evolve

Core KPIs (supported and influenced by this role)

• Accuracy and timeliness of outbound and inbound truck schedules from 3PL

• % of loads tendered and scheduled on time relative to requested ship dates

• OTIF support metrics (on time shipment execution vs plan, by DC and customer)

• Shipment reconciliation accuracy (zero variance target on lots and quantities)

• Import availability performance (containers received before safety stock breach)

• Frequency and dollar value of accessorials linked to scheduling or documentation errors

Requirements / Competencies:

Required

• 2 years in logistics coordination, dispatching, 3PL operations, or freight scheduling

• Strong English written and verbal communication

• Experience with Opendock, TMS tools, or warehouse/3PL portals preferred

• Solid understanding of shipment tracking, reconciliation, and basic freight documentation

• High attention to detail with consistent follow through and ownership

Preferred

• Experience with Americold or major 3PL cold storage providers

• Familiarity with imports, container tracking, and drayage

• Knowledge of CPG or frozen food distribution

• Advanced Excel skills (lookups, filters, basic pivots)

Work Environment and Schedule

• Role based in the U.S., with work hours aligned to Eastern Time

• Standard schedule aligned to 8am to 4pm EST or 10am to 6pm EST

• Occasional visits to warehouses, 3PL sites, or the Bay Shore, NY facility may be required

Physical Requirements:

The employee will occasionally move within the office to access office machinery, file cabinets, and collaborate with colleagues. Consistent use of office equipment, such equipment may include but not limited to computers, phones, printers, and copiers. The employee will be required to frequently communicate with both internal staff members as well as external parties or customers and must be able to convey accurate information. This job description reflects management’s assignment of essential functions; it does not exclude or restrict the tasks that may be assigned. This job description is subject to change based on company needs as expressed by management.