Inbound Logistics Specialist 12mFTC | Volcafe | San Jose, Costa Rica

Role Overview

We have an exciting opportunity for someone to join us as an Inbound Logistics Specialist based in San Jose, Costa Rica to work in a truly global environment. The position will lead the coordination and execution of green coffee shipments into the United States and Canada, ensuring compliant, reliable and cost-effective movement from origin to arrival, strengthening supply chain efficiency, supporting quality and regulatory requirements, and ensuring coffee is available to meet customer and business commitments.

Volcafe Ltd is one of the world’s leading international green coffee trading companies, operating in over 20 countries globally. Our expertise spans green coffee procurement and preparation, sustainability, blending, quality control, risk management and export as well as importing and distribution. We supply the world’s major coffee roasters and retail distributors with their green coffee requirements, with significant strategic growth ambitions for the future.

Volcafe works across the whole green coffee supply chain to make coffee business better, together with our partners and employees. We have built and operate sustainable coffee supply chains across all our origins, addressing key economic, social and environmental issues in coffee farming communities. Our Volcafe Way farmer support programme engages with thousands of coffee farmers and provides a holistic response to the challenges they face.

We are part of Hartree Partners, LP a leading global merchant commodities firm facilitating the flow of energy, metals, agriculture, and environmental products across the full commodity supply chain, connecting producers and consumers. Hartree was founded in 1997, is jointly owned by senior management and funds managed by Oaktree Capital Management, LP, and employs around 5,000 individuals worldwide.

Key Accountabilities

• Prepare and issue shipping instructions for all inbound cargo, coordinating with suppliers and logistics partners.
• Monitor freight rates and identify opportunities to reduce costs and improve efficiency.
• Manage and review Importer Security Filing submissions, ensuring accuracy and regulatory compliance.
• Prepare and submit customs entries, ensuring accurate documentation and timely clearance.
• Coordinate with quality control to secure pre-shipment approvals and ensure green coffee meets quality requirements.
• Verify customs and FDA authorisations to ensure regulatory compliance and facilitate cargo release.
• Update internal databases daily, maintaining accurate shipment information and operational records.
• Track inbound shipments, following up on delays and resolving operational issues.
• Coordinate warehouse deliveries and sampling instructions with logistics partners and Quality Control.
• Manage quality claims, issue debit notes, support insurance claims and prepare related documentation.
• Maintain shipping and compliance documentation, including certifications, FLO documents and related records.
• Update the Organic Service Plan and obtain relevant certificates to ensure compliance.
• Submit Original Bills of Lading when required, ensuring timely and accurate processing.
• Resolve cargo release issues in coordination with customs brokers, shipping lines and warehouses.
• Maintain shipping schedules, ensuring accurate updates and effective shipment coordination.
• Manage infestation-related issues, coordinating resolutions with relevant stakeholders.
• Reconcile supplier accounts, investigating discrepancies and maintaining accurate financial records.
• Prepare pick-up documentation as required to coordinate cargo collections and transportation.
• Support internal and external audits, including RFA, FLO, FT-USA, organic and UTZ, ensuring accurate and accessible documentation.

Skills and Experience

• 2–5 years of relevant experience in logistics, supply chain, international freight or U.S. import operations, ideally within a commodity or food-related environment.
• Relevant qualification in logistics, supply chain management, international trade or a related discipline.
• Working knowledge of Incoterms, shipping documentation, international freight contracts and insurance claims.
• Understanding of U.S. and Canadian customs, FDA regulations and import requirements, with the ability to ensure compliant inbound operations.
• Proven experience managing international shipment documentation, including Shipping Instructions, ISF filings, customs entries, Bills of Lading, certifications and related import records.
• Strong stakeholder coordination skills, with the ability to work effectively with suppliers, customs brokers, warehouses, quality control and internal teams.
• Strong analytical and organisational skills, with excellent attention to detail and the ability to manage multiple priorities in a time-sensitive environment.
• Proficiency in Microsoft Office, particularly Excel, with the ability to maintain accurate records, analyse data and support operational reporting.

We recognise that talent comes in many forms, and we value potential just as much as experience. If this role excites you but you don’t meet every requirement, we still encourage you to apply.

Our Offer

We provide a fast-paced, stimulating and truly global environment, which will stretch your abilities and channel your talents. We also offer competitive salary and benefits combined with outstanding career development opportunities in one of the global leaders in soft commodity trading.

Our Values

Respect, Integrity, Meritocracy, Client Focus, Entrepreneurship

Volcafe shares the values of our parent company, ED&F Man Commodities. Our values define who we are. They are the fundamental beliefs that determine our actions and guide our behaviour. They influence the way we communicate and collaborate, and define the way we engage with our clients, partners, and communities.

Our Commitment

We are committed to maintaining a work environment where all employees are treated with dignity and respect. We provide equal opportunities to all qualified applicants without regard to race, colour, sex, gender, age, religion, ethnic or national origin, marital or civil partner status, physical or mental disability, military or veteran status, sexual orientation, gender identity or expression, genetic information or any other characteristic protected by applicable law.

We are willing to make any reasonable adjustments throughout our recruitment process.

To apply you must have the right to work for the provided location.

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