Physical Operator – US West Coast Pipeline Operations

Vitol•Houston, TX

About The Position

The Physical Operator coordinates the physical movement of oil products through US pipeline and terminal networks, ensuring receipts, transfers, and deliveries are completed on time and meet contractual quantity and quality requirements. The role manages end-to-end pipeline scheduling, nominations, terminal coordination, and inventory reconciliation for an assigned trading portfolio. Working with traders, pipeline companies, terminal operators, refineries, and counterparties, the Physical Operator maintains reliable supply, identifies operational optimization opportunities, and controls logistics costs. The role operates within delegated authority and applicable risk limits, escalating commercial decisions to traders and coordinating with relevant internal teams. The position is primarily office-based and involves regular use of computer-based trading, scheduling, and communications systems. It requires frequent coordination across US time zones and may involve occasional visits to terminals, refineries, or logistics facilities. Responsibilities may evolve with business needs, and other duties may be assigned.

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.
Strong proficiency in Microsoft Excel and the ability to reconcile and analyze operational data.
Excellent attention to detail and organizational skills, with the ability to manage multiple time-sensitive movements.
Clear communication skills and ability to build effective relationships with internal teams and external service providers.
Sound judgment under pressure and a proactive approach to resolving problems and escalating issues.
Willingness to participate in an agreed out-of-hours coverage rota, including weekends and holidays when required.

Nice To Haves

Familiarity with VISTA.

Responsibilities

Manage the physical supply and delivery position for the assigned trading portfolio, maintaining accurate records of 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 aligned with supply availability, pipeline schedules, storage capacity, and customer requirements.
Work with traders to identify opportunities related to routing flexibility, delivery timing, available capacity, and inventory positioning.
Prepare logistics cost estimates, including pipeline tariffs, terminal fees, storage charges, and other applicable costs, and promptly communicate scheduling constraints, cost changes, disruptions, and upcoming operational decisions to traders.
Prepare, submit, and manage pipeline nominations in accordance with deadlines, operating calendars, and 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 expected receipt and delivery dates; manage amendments and scheduling changes while minimizing disruption.
Coordinate capacity requirements and administer transportation arrangements within delegated authority.
Monitor pipeline allocations, outages, maintenance, and operating restrictions, and 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 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 applicable, and maintain contingency plans for delayed receipts, terminal restrictions, and changes in customer demand.
Confirm nominated products meet 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 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, and escalate contractual disputes and proposed settlements with 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 clear records 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.
Perform other duties as assigned.