Logistics & Administrative Coordinator

Summary

The Customer Care & Logistics Coordinator is responsible for managing MMI’s customer-facing order fulfillment process while serving as a key coordination point between customers, internal business managers, suppliers, warehouses, and Morita Chemical Industries’ logistics teams in Japan. In addition to executional responsibilities, this role maintains accurate customer master data, key buyer and materials personnel contacts, and supports reporting, inventory visibility, and accounts receivable communications to ensure a seamless customer experience as MMI’s customer base expands.

• Serve as the primary point of contact for customers regarding order placement, fulfillment status, delivery timing, and order-related inquiries.
• Maintain accurate and up-to-date materials, purchasing, and buyer contact information at customer accounts.
• Ensure customer account records reflect current contacts, shipping requirements, and commercial terms.
• Set up and maintain new customer information when new accounts are acquired, in coordination with Business Managers, Accounting, and Compliance.
• Support CMO by ensuring customer master data enables efficient order processing and ongoing account management.
• Place and manage purchase orders with approved suppliers to support customer demand and inventory requirements, under the direction of the CMO, who retains ultimate responsibility for all purchasing decisions.
• Monitor open purchase orders and proactively communicate status updates, delays, or supply risks to internal stakeholders.
• Identify potential stock-out situations, flag concerns early, and work with Business Managers on mitigation actions, with ultimate accountability for supply strategy resting with the CMO.
• Coordinate with Morita Chemical Industries (Japan) to align supply plans with customer forecasts and commitments, under the guidance of the CMO, who retains overall responsibility for supply planning.

• Coordinate inbound shipments from Japan, working closely with Morita Chemical Industries’ logistics team and MMI’s import partners.
• Support import/export activities including shipment tracking, documentation coordination, and communication with freight forwarders and customs brokers.
• Monitor international shipment timelines and proactively communicate expected arrival dates and exceptions.
• Support compliance with applicable import/export regulations in coordination with internal and external partners.

• Prepare and distribute weekly inventory reports, providing visibility to on-hand inventory, inbound material, and demand coverage.
• Proactively flag inventory risks, supply gaps, or demand/supply mismatches to Business Managers and leadership, while the CMO is accountable for final inventory decisions and risk mitigation actions.
• Support inventory planning discussions by providing accurate and timely data on stock levels and expected receipts.

• Generate and distribute monthly sales reports, including shipment activity, customer-level sales data, and trend insights.
• Support Business Managers and leadership with ad hoc reporting related to orders, shipments, inventory, and customer activity.
• Ensure consistency and accuracy of data used for internal reporting and decision-making.

• Coordinate with domestic warehouses to ensure timely and accurate shipment of customer orders.
• Verify shipment documentation to ensure accuracy of product, quantities, and lot traceability.
• Coordinate invoicing activities once shipments are completed and verified.
• Distribute invoices to customers via agreed channels (email, customer portals, or mail).

• Support Accounts Receivable activities by assisting with customer communications related to invoicing, payment status, and past-due balances.
• Monitor outstanding receivables and collaborate with Accounting and Business Managers on follow-up actions as needed. Final decisions regarding collections are the responsibility of the CFO.
• Serve as a professional customer-facing contact to help resolve…