Benefits:

401(k)

Employee discounts

Paid time off

401(k) matching

Company parties

Opportunity for advancement

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.