Position : Operations Assistant
Working Schedule : 8am-5pm EST
Salary Range :LatAm 1,500-1900 | PH 1200-1500 (the final salary will be determined by the candidate's level of experience and at the discretion of the client)
Job Summary:
Client is a purpose-driven toy and activity brand that helps kids and families connect with South Asian culture through play. We operate across DTC, wholesale, and major retailers like Target, Nordstrom, Walmart.com, and more. As a lean, founder-led CPG company, operations are the backbone of our growth.
We are seeking a highly organized, detail-oriented, analytical Operations Associate who can fully own day-to-day operations, communicate confidently with vendors, support forecasting and production, maintain clean financial processes, and help build efficient systems as we scale. This person must thrive under pressure, stay calm in fast-moving situations, and understand the importance of relationship-building with our partners.
Responsibilities:
1. Order Processing & Daily Operations
• Process orders twice daily across Shopify, SPS Commerce, Etsy, Mirakl/Nordstrom, and wholesale.
• Coordinate closely with our 3PL (Remix) to ensure timely, accurate fulfillment.
• Perform end-of-day shipment checks; escalate delays or discrepancies immediately.
• Enter wholesale/custom orders accurately into Shopify.
• Monitor order issues, fulfillment errors, and routing guide requirements.
2. Inventory Management & Forecast Support
• Review Shopify inventory daily; flag low stock and risks early.
• Prepare and send weekly SPS Inventory Advice.
• Update master inventory spreadsheets using ShipHero/3PL reports.
• Request and track physical inventory counts monthly (more frequently for Holi/Diwali).
• Support forecasting by pulling historical data, tracking lead times, and preparing simple demand snapshots.
3. Vendor & Partner Management
• Act as the primary point of contact for 3PL, manufacturers, printers, freight partners, wholesalers, etc.
• Maintain a vendor issue log and drive timely resolution.
• Support production workflows: track ETAs, proofs, package approvals, and production calendars.
• Research and evaluate new vendors (pricing, quality, timelines).
• Build strong, respectful, long-term relationships with partners.
4. Marketplace Support (Amazon, Etsy, Walmart.com)
• Assist with light listing updates, inventory syncing, suppression checks, and pricing updates.
• Help resolve simple listing issues or discrepancies.
5. Customer Service Operations
• Monitor customer emails related to shipping, damages, or order issues.
• Coordinate replacements or reships with the 3PL.
• Maintain clear documentation of customer issues.
6. Accounting Support, A/R & A/P
• Manage day-to-day bookkeeping in QuickBooks.
• Reconcile bank and credit card transactions (M&T, Capital One, KeyBank).
• Track Accounts Receivable and follow up on overdue invoices.
• Organize, file, and upload all vendor invoices to Google Drive.
• Prepare summaries for payment runs and send updated entries to the accountant.
7. Reporting & Analytics
• Maintain weekly sales reports for Flat River Group, Target, and internal dashboards.
• Analyze SKU performance, margins, and sell-through trends.
• Provide clean, actionable summaries that support decision-making.
8. Sales Support & List Building
• Build targeted outreach lists for retailers, boutiques, cultural organizations, and specialty buyers.
• Send outreach emails using provided templates; track leads and follow-ups.
9. Operations Systems, SOPs & Process Improvement
• Create and maintain SOPs for recurring tasks.
• Streamline workflows and recommend tools for automation (Sheets formulas, Zapier, CRM organization, etc.).
• Maintain an “Ops Handbook” documenting processes and key vendor details.
10. Cost Optimization & Compliance Support
• Compare vendor quotes (packaging, logistics, production) and recommend cost-saving options.
• Track freight costs and flag overcharges.
• Support compliance documentation: testing reports, barcodes, carton labels, and retailer- specific files.
11. Founder Support & Special Projects
• Assist in preparing documents, reports, or summaries for buyer meetings, investors, or grant applications.
• Conduct research as requested (retail expansion, pricing benchmarks, competitive analysis).
• Handle ad hoc tasks prioritized by the Founder.
Qualifications:
• Proven 2+ experience in an administrative or operations support role.
• Strong organizational and multitasking skills.
• Excellent verbal and written communication abilities.
• P roficiency in Microsoft Office Suite and other business software.
• Ability to work independently and collaboratively in a team environment.
• Problem-solving mindset with attention to detail.
Key Competencies
• Calm under pressure; able to manage high volume and tight deadlines without sacrificing accuracy.
• Strong relationship-building skills with vendors, suppliers, and partners.
• Analytical thinker with strong problem-solving skills.
• High attention to detail and accuracy—especially with numbers and data.
• Ownership mindset; proactive, reliable, and able to work independently.
• Clear and professional communication skills.
• Highly organized; able to manage multiple workflows simultaneously.
• Tech-comfortable: spreadsheets, dashboards, automations, and learning new systems quickly.
What Success Looks Like
• Smooth, predictable daily operations and fulfillment.
• Clean inventory, accurate reporting, and proactive risk-flagging.
• Strong vendor partnerships with timely issue resolution.
• Up-to-date bookkeeping and clear visibility into A/R and A/P.
• Improved workflows and documentation that make operations scalable.
• Founder time freed for strategic activities because operations run reliably end-to-end.
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