Job Title: Operations Specialist
Location: Miami, FL
Job Type: Full-time
Job Summary
We are seeking an Operations Specialist to support daily operational execution across distribution, customer fulfillment, and maritime logistics. This role acts as a key support partner to the Operations Manager and serves as a central point of coordination between internal teams, external partners, and customers.
The Operations Specialist is hands-on and execution-focused, responsible for ensuring orders are processed accurately, shipped on time, and aligned with vessel schedules, lead times, and service commitments. This is a junior management–level role with strong visibility and growth potential.
Key Responsibilities
Operational Execution & Fulfillment Support
Support daily distribution and fulfillment operations, including order management, special deliveries, vessel schedules, and international shipment requirements
Execute daily operational priorities and escalate risks when timelines, service levels, or vessel deadlines are at risk
Support accurate, timely, and compliant shipment of customer orders
Cross-Functional Coordination & Communication
Work closely with Picking, Inventory, Receiving, Sales, Procurement, Logistics, and Warehouse teams to resolve fulfillment issues
Communicate proactively with Account Managers regarding order delays, partial shipments, inventory constraints, and revised timelines
Validate operational details internally before customer-facing communication to ensure accuracy
Maintain regular communication cadence (daily operational gaps, weekly vessel updates, and exception-based communication as needed)
Inventory & Fulfillment Alignment
Review daily fulfillment plans and identify orders not shipped as scheduled
Investigate root causes for non-fulfillment and drive resolution
Support inventory activities including receiving, cycle counts, variance reconciliation, and discrepancy validation
Partner with Inventory and Receiving teams to confirm product availability and shipment readiness
Documentation, Compliance & Billing Support
Manage operational documentation for maritime and outbound shipments, including packing lists, bills of lading, freight details, customs requirements, and temperature-controlled documentation when applicable
Support procurement workflows, including purchase order tracking, supplier follow-up, invoicing discrepancies, and claims
Assist with customer billing processes and account-level operational requests
Support regulatory, safety, and compliance documentation related to warehouse and fulfillment operations
Problem Solving & Continuous Improvement
Research operational issues, identify root causes, and recommend corrective actions
Identify process bottlenecks and collaborate with cross-functional teams to improve workflows
Participate in system, process, and operational improvement initiatives
Support special projects related to fulfillment, maritime accounts, inventory accuracy, or compliance
Qualifications & Skills
Experience in a fast-paced operational environment with time-sensitive fulfillment or shipment deadlines
Strong organizational skills with the ability to prioritize, multitask, and manage competing demands
Clear written and verbal communication skills for internal teams and external partners
Intermediate proficiency in Microsoft Office (Outlook, Excel); experience with ERP/OMS systems preferred
Strong problem-solving skills with attention to detail and follow-through
Prior exposure to distribution, supply chain, logistics, maritime operations, or fulfillment environments is a plus
Why Join Us
High-visibility role supporting senior operations leadership
Opportunity to grow into a broader operations or management position
Collaborative, execution-focused environment
Exposure to logistics, inventory, fulfillment, and maritime operations
