Coffee Operations & Customer Experience Specialist - Volcafe : Job Details

Role Overview

Volcafe North America is seeking a Coffee Operations & Customer Experience Specialist to ensure seamless execution of contracts and operational processes, deliver exceptional customer experience, and provide office support to leadership. This is a varied role spanning trade execution, client service and office support, making it a key coordination point across trading, logistics, finance, and management. Through delivering operational excellence and high-quality service for our customers and the commercial team, this role will contribute towards strengthening Volcafe's position in the North American Coffee market.

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. We are part of ED&F Man Commodities, a world leading trader of agricultural products including coffee, sugar, molasses, and animal feed.

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.

This role will be based in our Volcafe office in Irvington, New York.

Key Accountabilities:

Trade Execution & Contract Management

• Coordinate the end-to-end execution of purchase and sales contracts with accuracy and timeliness.
• Maintain and update trade data in internal systems, ensuring compliance with terms.
• Collaborate with logistics, finance, and quality teams to ensure smooth delivery and proactive resolution of any issues.
• Prepare and verify trade documentation including invoices, bills of lading, certificates of origin, and quality reports.
• Support audit and reporting requirements by maintaining accurate documentation.

Customer Experience

• Support communication with customers, responding to inquiries with professionalism and responsiveness to ensure a positive experience.
• Assist with our e-commerce business and its activities, including order processing, inventory updates, and customer communication.
• Partner with the quality team on coffee cupping schedules, sample tracking, and certification documentation.
• Track and report on project timelines and deliverables, ensuring compliance with company policies and standards.

Leadership & Office Support

• Provide direct support to the Regional General Manager, including scheduling, communications, follow-ups and preparation of reports or presentations.
• Provide further administrative support to the trading, logistics and finance teams.
• Coordinate leadership priorities, cross-functional initiatives and office-wide communications.
• Coordinate internal and external meetings, client visits, team events and customer travel logistics as well as assisting with tradeshows, coffee tastings and other industry activities.
• Compile business metrics, sales summaries and operational dashboards for leadership review.
• Manage onboarding for new staff, including system access, training resources and process documentation.
• Assist with the rollout of new tools, systems and process improvements, identifying opportunities to streamline workflows and strengthen cross-team communication.
• Maintain office resources, supplies and vendor relationships.

Skills and Experience

• Bachelor's degree in business administration, supply chain, international trade or related field preferrable.
• Previous experience in office administration, logistics, trade operations or project coordination
• Previous experience within commodity trading environments, highly advantageous.
• Proficiency in Microsoft 365 (Excel, PowerPoint, Outlook) is essential, with experience in ERP, CRM or e-commerce systems advantageous.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent communicator with a collaborative and service-oriented mindset.
• Comfortable balancing structured routine work with fast-changing priorities.
• Passion for coffee and enthusiasm for industry learning and growth.

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

Volcafe shares the commitment of our parent company, ED&F Man Commodities. We are committed to creating and sustaining an inclusive and diverse work environment where all employees are treated with dignity and respect. We are committed to promoting equal opportunities in employment and are focussed on actively building and developing diverse teams. All qualified applicants will receive equal treatment without regard to race, colour, sex, gender, age, religion or belief, ethnic or national origin, marital or civil partner status, physical or mental disability, military or veteran status, sexual orientation, gender reassignment (identity, gender expression), genetic information or any characteristic protected by local 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.