Operations Virtual Assistant

Job Summary:

We’re in the process of hiring a highly detail-oriented Operations & Administrative Virtual Assistant to support the daily operations of a growing custom apparel business. The role sits at the center of order intake, production tracking, and client records, where fabrics, shipments, forms, and invoices are all in motion at once and accuracy carries real financial weight. This position calls for someone who works independently, notices problems before they surface, and simply takes care of things.

Key Responsibilities:

• Complete detailed client and production forms with complete accuracy

• Support production workflows from order intake through to final delivery

• Track incoming and outgoing materials, shipments, and inventory

• Update the CRM and project boards with client information, orders, shipments, and production status

• Keep records accurate, complete, and current in every internal system

• Enter invoices and basic financial data, and track payments, follow-ups, and outstanding balances

• Manage the calendar, schedule meetings, and keep deadlines on track

• Monitor the inbox, draft replies, send reminders, and handle client follow-ups

• Keep team to-do lists in order so nothing gets missed

• Identify workflow gaps and resolve issues proactively

• Help with e-commerce order updates when needed

Mandatory Skills:

• Exceptional attention to detail and the ability to catch errors before they become 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

• Composed, meticulous, and self-reliant 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 stay organized across several projects at once

Why Join Us:

This role comes with a real growth path. It starts with a deliberately defined scope, and the goal is to expand it for the right person as they prove capable. 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 run your own workflows instead of waiting for instructions.