Operations Coordinator

Benefits:

• 401(k)
• Employee discounts
• Paid time off
• 401(k) matching
• Company parties
• Opportunity for advancement

Join Kimika LLC as an Operations Coordinator in vibrant Miami, FL! This dynamic role is perfect for individuals who thrive in fast-paced environments and are eager to contribute to our mission of excellence in the chemical industry. This position is responsible for overseeing the end-to-end order fulfillment process, ensuring customer orders are accurately processed, inventory is properly allocated, shipments are coordinated, required documentation is completed, and invoices are generated in a timely manner.

This role serves as the primary link between Sales, Warehouse, Logistics, Quality, and Accounting to ensure customer satisfaction and operational efficiency.

• Order Processing & Validation Review customer purchase orders and ensure all required information is complete and accurate.
• Verify order details against internal quotations or agreements.
• Confirm customer information, shipping details, product specifications, quantities, and pricing. Identify and elevate discrepancies to the appropriate team before processing.
• Order Coordination & Execution Approve and release validated orders for fulfillment.
• Assign priority levels to orders (e.g., standard, rush, export, or special handling).
• Coordinate with warehouse teams to initiate order picking and preparation.
• Monitor order status and ensure timely progression through fulfillment stages.
• Inventory & Availability Management Confirm product availability and coordinate allocation of inventory. Identify backorders or stock shortages and communicate with internal stakeholders.
• Hold or adjust orders as needed until inventory issues are resolved.
• Warehouse & Logistics Coordination Communicate order readiness and requirements to warehouse teams.
• Provide clear instructions regarding priorities, special handling, or customer requirements.
• Coordinate shipment scheduling with logistics providers or customer-arranged pickups.
• Shipping Documentation & Compliance Prepare and organize all required shipment documentation, including:
  Packing lists, Certificates (e.g., quality or compliance documents), Safety documentation (when applicable), Shipping or export paperwork.
• Ensure all documentation is accurate, complete, and available prior to shipment.
• Support compliance with export regulations, hazardous materials handling, and customer-specific requirements.
• Shipment Preparation & Customer Support Collect shipment details such as weight, dimensions, and packaging information.
• Provide shipment information to customers or carriers as needed.
• Support customer pickup coordination by sharing required documentation and readiness updates.
• Invoicing & Order Completion Generate invoices once orders are ready for dispatch.
• Ensure alignment between shipped goods and invoiced items.
• Support coordination with accounting for payment status when required.
• Communication & Cross-Functional Collaboration Maintain clear and consistent communication with Sales, Warehouse, Logistics, and Accounting teams.
• Provide updates on order status, delays, or issues.
• Ensure important updates are documented in the appropriate systems or communication channels.
• Dispatch Authorization Ensure all conditions are met before final shipment release, including:
  Order accuracy and completion, Documentation readiness, Shipment scheduling, Payment clearance (if required), Compliance with applicable regulations.

• Bachelor’s degree or equivalent work experience in Operations, Supply Chain, Logistics, or related field.
• 2+ years of experience in order processing, operations, or logistics coordination (preferred).
• Experience with ERP or order management systems is a plus.
• Skills & Competencies Strong attention to detail and accuracy.
• Excellent organizational and time management skills.
• Ability to manage multiple tasks and priorities simultaneously.
• Strong communication and coordination skills.
• Problem-solving mindset with the ability to escalate issues appropriately.
• Familiarity with shipping, logistics, and documentation processes.
• Key Performance Indicators (KPIs) Order accuracy rate, On-time order processing and shipment, Documentation completeness and accuracy, Responsiveness to order issues and discrepancies, Internal communication effectiveness.
• Work Environment Fast-paced, deadline-driven environment, Frequent coordination across multiple departments, Requires strong focus on accuracy, compliance, and timely execution.

Kimika LLC has been a leader in the chemical industry for over a decade, providing innovative solutions that our customers love. Our employees enjoy a collaborative environment where their contributions are valued and recognized, making us a great place to grow your career.