Physical Operator – US West Coast Pipeline Operations

Vitol•Houston, TX

2d•Onsite

About The Position

The Physical Operator is responsible for coordinating the physical movement of oil products through US pipeline and terminal networks, ensuring that receipts, transfers, and deliveries are completed on time and in accordance with contractual quantity and quality requirements. The role manages end-to-end pipeline scheduling, nominations, terminal coordination, and inventory reconciliation for the assigned trading portfolio. Working closely with traders, pipeline companies, terminal operators, refineries, and counterparties, the Physical Operator maintains reliable supply, identifies operational optimization opportunities, and controls logistics costs. The Physical Operator executes activities within delegated authority and applicable risk limits, escalating commercial decisions to traders and coordinating with relevant internal teams.

Requirements

Three or more years of relevant experience in refined-products pipeline scheduling, physical oil operations, terminal logistics, or refinery supply.
Practical knowledge of pipeline and terminal networks, nomination cycles, batch scheduling, capacity constraints, and inventory management.
Understanding of refined-product specifications, seasonal grade transitions, product segregation, and pipeline quality requirements.
Familiarity with pipeline tariffs, transportation agreements, terminal contracts, and logistics cost reconciliation.
Strong understanding of the physical trade life cycle and the relationship between operational decisions and commercial outcomes.
Experience with trade capture, scheduling, or inventory systems; familiarity with VISTA is advantageous.
Strong proficiency in Microsoft Excel and the ability to reconcile and analyze operational data.
Excellent attention to detail, organizational skills, and the ability to manage multiple time-sensitive movements.
Clear communication skills and the ability to build effective relationships with internal teams and external service providers.
Sound judgment under pressure, with a proactive approach to resolving problems and escalating issues.

Nice To Haves

Willingness to participate in an agreed out-of-hours coverage rota, including weekends and holidays when required.

Responsibilities

Manage the physical supply and delivery position for the assigned trading portfolio.
Maintain an accurate operational position covering purchases, sales, pipeline movements, terminal inventories, and outstanding delivery commitments.
Reconcile counterparty, pipeline, and terminal updates against records in VISTA and other relevant operational systems.
Develop short- and medium-term movement plans that align supply availability, pipeline schedules, storage capacity, and customer requirements.
Work closely with traders to identify opportunities arising from routing flexibility, delivery timing, available capacity, and inventory positioning.
Prepare logistics cost estimates for proposed transactions, including pipeline tariffs, terminal fees, storage charges, and other applicable costs.
Communicate scheduling constraints, changes in costs, supply disruptions, and upcoming operational decisions promptly to traders.
Prepare, submit, and manage pipeline nominations in accordance with nomination deadlines, operating calendars, and applicable tariff requirements.
Coordinate origin receipts, batch schedules, transfers, and destination deliveries with pipeline companies, refineries, terminals, and counterparties.
Monitor nomination acceptance, allocated capacity, shipment progress, and changes to expected receipt and delivery dates.
Manage nomination amendments and scheduling changes while minimizing disruption to supply commitments and downstream operations.
Coordinate capacity requirements and administer transportation arrangements within delegated authority.
Monitor pipeline allocations, outages, maintenance, and operating restrictions; develop alternative movement plans with traders and logistics partners.
Manage operational implications of minimum batch sizes, sequencing requirements, product interfaces, and transmix, where applicable.
Maintain clear scheduling records and communicate changes to all affected parties.
Coordinate tank availability, terminal receipts, pipeline injections, transfers, and withdrawals.
Monitor inventory by product, location, and ownership to maintain sufficient supply and avoid overfills, stockouts, and unnecessary storage costs.
Reconcile terminal statements, pipeline movement records, meter tickets, and inventory reports.
Investigate quantity differences, measurement discrepancies, gains and losses, and outstanding inventory adjustments.
Coordinate onward deliveries, including truck-rack movements or other transport modes where these form part of the supply chain.
Maintain contingency plans for delayed receipts, terminal restrictions, and changes in customer demand.
Confirm that nominated products meet applicable pipeline acceptance criteria, terminal requirements, and contractual specifications.
Coordinate quality documentation, sampling, testing, and independent inspection where required.
Escalate potential contamination, off-specification product, or interface issues promptly and coordinate resolution with relevant specialists.
Ensure movement records, certificates of quality and quantity, delivery confirmations, and supporting documents are accurate and available on time.
Cross-check trade details against contracts, transportation arrangements, and terminal agreements, including product, quantity, location, delivery period, and operational responsibilities.
Coordinate operational requirements for term supply, transportation, and storage agreements.
Review pipeline and terminal charges against agreed terms, tariffs, and actual movements.
Support timely invoice processing and payment approval within delegated authority.
Investigate operational claims relating to shortages, losses, quality, delays, or logistics charges, working with traders and relevant internal teams.
Escalate contractual disputes and proposed settlements with a commercial impact.
Ensure transactions, movements, costs, and adjustments are accurately recorded in VISTA and other relevant systems.
Maintain effective working relationships with pipeline schedulers, terminal operators, refinery supply teams, customers, and internal stakeholders.
Follow applicable operating procedures and coordinate with relevant teams on safety, environmental, product-quality, and regulatory requirements.
Report operational incidents and disruptions promptly and maintain a clear record of actions and decisions.
Provide effective handovers and scheduling coverage during absences and outside normal business hours.
Identify and implement improvements to scheduling, reconciliation, reporting, and operational controls.