Operations Assistant

Job Summary:
We're opening our doors to a highly detail-oriented Operations & Administrative Virtual Assistant to support the daily operations of a growing custom apparel business. The role sits at the hub of order intake, production tracking, and client records, where fabrics, shipments, forms, and invoices are all moving at once and accuracy carries real financial weight. The person we need works independently, catches problems before they show up, and simply takes care of things.

Key Responsibilities:

• Complete detailed client and production forms without errors
• Keep production workflows moving from order intake through to final delivery
• Follow incoming and outgoing materials, shipments, and inventory
• Update the CRM and project boards with client details, orders, shipments, and production status
• Keep records complete, accurate, and current in every internal system
• Record invoices and basic financial data, and track payments, follow-ups, and outstanding balances
• Run the calendar, book meetings, and keep deadlines on track
• Monitor the inbox, prepare replies, send reminders, and manage client follow-ups
• Keep team to-do lists in order so nothing slips
• Pinpoint workflow gaps and resolve issues proactively
• Support e-commerce order updates when needed

Mandatory Skills:

• Exceptional attention to detail and the ability to catch errors before they get expensive
• Proven experience in administrative and operations support
• Strong organizational skills and the ability to handle many moving parts at once
• Comfortable with data entry and CRM or project-management tools
• Excellent written and verbal English communication skills
• Fast learner with strong common sense and sound judgment
• Self-reliant, thorough, and steady without constant instruction

Preferred Skills:

• Experience with Monday.com or a similar CRM/project-management platform
• QuickBooks Online experience, including invoicing and basic financial data entry
• Background in inventory, order tracking, or logistics coordination
• Familiarity with Shopify order management
• Prior experience supporting a fashion, apparel, retail, or production-based business
• Experience working with US-based businesses
• Able to manage a mix of projects without losing track

Why Join Us:
This role has a genuine growth path: it starts with an intentionally defined scope, and the goal is to expand it for the right person as they prove themselves. None of the work is filler, since every form, shipment, and record you handle affects production and client satisfaction directly. We value initiative and ownership, and you'll be trusted to run your own workflows instead of waiting for instructions.