Operations Coordinator

Job Description

Job Description

About the Role:

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.

Responsibilities:

• 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 escalate 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

Requirements:

• 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

About Us:

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.