What are the responsibilities and job description for the Operations Coordinator position at Coolibar - Technical. Elegant. Sun Protection You Wear.®?
Employee Mission
As an employee at Coolibar, you play a vital role in advancing our mission: to keep the world safe from sun damage, protecting those with sun-related medical conditions and helping prevent it for everyone else. You are part of a collaborative, cross-functional team dedicated to delivering the most innovative, user-centric UPF 50 clothing and products, empowering people to live active, outdoor lives with confidence and safety in the sun.
Position Summary
The Operations Coordinator supports the Operations team by maintaining accurate supply chain data, coordinating shipment logistics, and assisting with buying plan execution. This role ensures that internal tracking tools remain up to date, helps manage freight forwarding from LATAM/ASIA to Miami, and supports the team in maintaining appropriate inventory levels for core products throughout the year.
Key Responsibilities
Shipment Tracking & Data Management
- Maintain and update the ERP to ensure all shipment information is accurate and current.
- Follow up regularly with Production Managers to collect and verify key shipment details.
- Ensure purchase order information, quantities, pricing, and delivery dates are properly recorded and updated.
- Identify discrepancies or missing data and proactively follow up with relevant stakeholders.
Freight Coordination
- Coordinate freight forwarding shipments from LATAM/ASIA to Miami.
- Communicate with freight forwarders and internal teams to monitor shipment progress.
- Track shipment timelines and help resolve delays or documentation issues.
- Maintain organized records of shipment schedules and logistics information.
- Working knowledge of HTS classification, U.S. Customs and Border Protection import requirements, and Incoterms is required.
Buying Plan & Product Support
- Assist the Operations team in executing the annual buying plan.
- Support purchasing coordination for core products throughout the year.
- Help monitor inventory levels and upcoming purchase needs based on demand forecasts.
- Coordinate with internal teams to ensure timely replenishment of key products.
Other tasks as needed
Qualifications
- Bachelor’s degree in Supply Chain, Business Administration, Operations, or related field preferred.
- 4-6 years of experience in operations, logistics, or supply chain support.
- Strong organizational and data management skills.
- Proficiency in Excel, Claude or similar Data visualization tools.
- Excellent communication and follow-up skills.
- Ability to manage multiple tasks and maintain attention to detail.
Preferred Skills
- Familiarity with purchase orders and inventory tracking.
- Experience coordinating shipments or working with freight forwarders.
- Inventory management.
Key Competencies
- Organization and attention to detail
- Proactive communication and follow-up
- Data accuracy and accountability
- Collaboration across teams