Operations Assistant VA

Job Summary:
We're actively seeking a highly detail-oriented Operations & Administrative Virtual Assistant to support the daily operations of a growing custom apparel business. The role sits at the core of order intake, production tracking, and client records, where fabrics, shipments, forms, and invoices are always in motion and accuracy carries real financial weight. Strong applicants will work independently, catch problems before they surface, and simply get things handled.

Key Responsibilities:

• Fill in detailed client and production forms with full accuracy
• Support production workflows from order intake to final delivery
• Keep track of incoming and outgoing materials, shipments, and inventory
• Update the CRM and project boards with client details, orders, shipments, and production status
• Keep records accurate, complete, and current in every internal system
• Enter invoices and basic financial data, and monitor payments, follow-ups, and outstanding balances
• Manage the calendar, arrange meetings, and keep deadlines on track
• Monitor the inbox, draft replies, send reminders, and handle client follow-ups
• Keep team to-do lists organized so nothing is dropped
• Spot workflow gaps and resolve issues before they grow
• Help with e-commerce order updates as needed

Mandatory Skills:

• Exceptional attention to detail and the ability to catch errors before they become costly
• Demonstrated experience in administrative and operations support
• Strong organizational skills and the ability to manage many moving parts together
• 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
• Careful, consistent, and able to work without supervision or 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
• Exposure to Shopify order management
• Previous experience supporting a fashion, apparel, retail, or production-based business
• Experience working with US-based businesses
• Ability to manage multiple projects together

Why Join Us:
This role comes with a clear growth path. It starts with an intentionally defined scope, and the plan is to expand it for the right person as they prove themselves. There's no filler work here: every form, shipment, and record you handle directly affects production and client satisfaction. We value initiative and ownership, and you'll be trusted to manage your own workflows rather than wait for instructions.