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Location: Doral, Florida — On-site

Schedule: Monday through Friday, approximately 6 hours per day / 30 hours per week

Compensation: $20–$22 per hour

Potential to transition to a full-time position as the role develops.

Position Summary:

We are seeking a highly organized and detail-oriented Operations & Documentation Associate to support and progressively take responsibility for the day-to-day operational and documentation flow of customer orders and shipments.

The person hired for this position will initially receive hands-on training from an experienced team member and will gradually assume responsibility for shipment follow-up, document control, coordination with suppliers and logistics partners, and the tracking of deadlines and pending items.

This position requires someone who is extremely organized, proactive, reliable, and comfortable managing multiple shipments, documents, deadlines, and follow-ups at the same time.

Key Responsibilities:

Receive confirmed Sales Orders from the Sales team and organize the operational follow-up for each order.
⁠Maintain clear and updated control of open orders, shipments, bookings, estimated departure and arrival dates, and pending actions.
⁠Coordinate shipment-related information with suppliers, plants, freight forwarders, carriers, shipping lines, customers, and other external parties.
⁠Follow up proactively on bookings, loading schedules, shipment status, documentation, and changes in expected dates.
⁠Collect, review, organize, and distribute commercial and shipping documentation according to internal procedures and customer requirements.
⁠Track documents such as commercial invoices, packing lists, bills of lading, certificates, sanitary or export documentation, and other shipment-related documents as applicable.
⁠Review documents for completeness, consistency, and accuracy before sending or filing them.
⁠Maintain organized digital records for each order and shipment.
⁠Maintain a structured list of pending items involving suppliers, customers, carriers, plants, or other third parties.
⁠Follow up consistently on pending matters until completion.
⁠Monitor deadlines and identify missing information, discrepancies, delays, or operational risks.
⁠Communicate important issues and changes promptly to management.
⁠Provide clear internal updates regarding open orders and shipment status.
⁠Support the transition of operational and documentation activities into the Doral office.
⁠Help improve internal controls and procedures as the role develops.

Qualifications & Skills:

⁠Excellent organizational skills are essential for this position.
⁠Ability to manage multiple orders, shipments, documents, deadlines, and follow-ups simultaneously.
⁠Strong attention to detail and accuracy.
⁠Ability to maintain structured tracking systems and follow pending items through completion.
⁠Strong sense of responsibility, ownership, and follow-through.
⁠Ability to prioritize tasks and identify urgent or time-sensitive matters.
⁠Comfortable working with Microsoft Office, email, spreadsheets, shared files, and business systems.
⁠Ability to learn detailed processes and gradually work with greater independence.
⁠Previous experience in logistics, import/export, international trade, freight forwarding, shipping, food distribution, or documentation is preferred.
⁠Familiarity with Incoterms, international shipping terms, and import/export documentation is preferred.
⁠Strong written and verbal communication skills in both English and Spanish are required.
⁠Portuguese is a plus.

What Success Looks Like:

⁠Every open order and shipment has a clear and current status.
⁠Documents are complete, accurate, organized, and sent on time.
⁠Pending matters are actively followed up without needing constant reminders.
⁠Important deadlines or changes are identified early and communicated clearly.
⁠Information can be located quickly and easily when needed.
⁠Management can understand the status of an order without having to reconstruct information from multiple emails or contacts.

Initial Training & Transition:

The person hired for this role will initially work closely with an experienced team member who currently manages many of these activities.

The first stage will focus on learning the company’s workflow, documentation requirements, suppliers, customers, shipping partners, and internal controls.

As knowledge and confidence increase, the new team member will progressively assume greater responsibility for the operational and documentation process.

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Apply for Operations & Documentation Associate at ROLLDEY CORP. S.A.