Operations Assistant - Purchasing & Data Entry

Job Description

Job DescriptionAbout Us:
Kimika is a fast-growing company in the cosmetic raw materials sector. We're seeking a proactive, detail-oriented Operations Assistant to support our Purchasing Department and general operations. This role is essential to ensuring our supply chain runs smoothly and data remains accurate.

Position Overview:
This hybrid role supports purchasing, logistics, and administrative functions. The ideal candidate is organized, fast with data entry, and able to adapt quickly to shifting priorities.

Key Responsibilities:

• Create and manage vendor purchase orders, ensuring accuracy and timely submission
• Communicate with vendors to obtain quotes, pricing updates, lead times, and product documentation
• Follow up on outstanding orders, confirm shipment schedules, and resolve discrepancies
• Maintain digital filing systems for invoices, certifications, and purchasing records
• Track and receive incoming shipments, ensuring inventory records are updated accordingly
• Assist in stock level monitoring and alert the team of low or urgent items
• Coordinate with accounting to match invoices and resolve any billing issues
• Prepare and maintain purchasing and operations reports
• Communicate cross-functionally with warehouse, accounting, technical, and sales departments
• Perform administrative tasks such as vendor onboarding, internal request tracking, and document formatting
• Help improve and streamline operations workflows and documentation systems
• Perform fast and accurate data entry of product details, warehouse releases, inventory levels, pricing, and vendor information.

Qualifications:

• High school diploma or equivalent required; associate or bachelor’s degree preferred
• 1–3 years experience in purchasing, operations, logistics, or data entry
• Strong proficiency in Microsoft Excel, Google Sheets, and data entry tools
• Experience with software systems (Quickbooks, etc.)
• High attention to detail, accuracy, and organizational skills
• Able to multitask and meet deadlines in a fast-paced environment
• Professional written and verbal communication skills
• Must be Bilingual (English/Spanish)