Operations Assistant VA

Job Summary:
We're on the lookout for a highly detail-oriented Operations & Administrative Virtual Assistant to support the daily operations of a growing custom apparel business. The position sits at the core of order intake, production tracking, and client records — where fabrics, shipments, forms, and invoices are all in play at once and accuracy carries real financial weight. We want someone who works under their own steam, catches problems before they surface, and simply sees things through.

Key Responsibilities:

• Fill out detailed client and production forms with full accuracy
• Support production workflows from order intake through to final delivery
• Track incoming and outgoing materials, shipments, and inventory
• Refresh CRM and project boards with client information, orders, shipments, and production status
• Hold records accurate, complete, and current across every internal system
• Key in invoices and basic financial data, and track payments, follow-ups, and outstanding balances
• Steer the calendar, set meetings, and hold deadlines on track
• Watch the inbox, draft replies, send reminders, and see to client follow-ups
• Hold team to-do lists organized so nothing slips
• Single out workflow gaps and clear issues proactively
• Pitch in on e-commerce order updates as required

Mandatory Skills:

• Exceptional attention to detail — able to catch errors before they turn costly
• Proven background in administrative and operations support
• Solid organizational skills with the capacity to steer several moving parts at once
• Comfortable with data entry and CRM or project-management tools
• Excellent written and verbal English communication skills
• Quick learner with strong common sense and sound judgment
• Dependable, precise, and able to work independently without constant direction

Preferred Skills:

• Hands-on time with Monday.com or a comparable CRM/project-management platform
• QuickBooks Online background, covering invoicing and basic financial data entry
• Grounding in inventory, order tracking, or logistics coordination
• Familiarity with Shopify order management
• Earlier work supporting a fashion, apparel, retail, or production-based business
• Track record working with US-based businesses
• Capacity to steer several projects at once

Why Join Us:
The position comes with a real growth path — it opens with a defined scope by design, and the plan is to stretch it for the right person as they prove capable. You won't be handed filler work: every form, shipment, and record you touch feeds straight into production and client satisfaction. We prize initiative and ownership, and you'll be trusted to run your own workflows rather than wait on instructions.