Operations Assistant

Operations Assistant Position Overview

A growing business is seeking an organized, detail-oriented, and dependable Administrative Assistant to provide support across accounting, logistics, order management, and general administrative operations.

This position will work closely with the company's accounting and operations partners to ensure accounts payable and receivable matters, purchase orders, buyer orders, logistics, warehouse communication, and internal reporting are handled accurately and efficiently.

The position is primarily in-office three days per week. While there may be flexibility for one remote day, a candidate who is comfortable working in the office is preferred.

Key Responsibilities

• Work closely with the accounting team to follow up on accounting-related matters.
• Review Accounts Payable (AP) and Accounts Receivable (AR) reports.
• Complete template worksheets and other documentation required for accounting procedures.
• Assist with the preparation and creation of factory purchase orders (POs).
• Follow up on outstanding accounting items and ensure necessary information is provided.
• Maintain organized financial and administrative records.
• Assist with additional accounting-related administrative tasks as needed.

Order & Logistics Support

• Follow up on logistics and order-related matters.
• Enter and maintain buyer purchase orders accurately.
• Coordinate and follow up on EDI-related transactions and issues.
• Communicate with warehouse teams regarding orders, shipments, inventory, and other logistics matters.
• Track outstanding orders and follow up to ensure issues are addressed promptly.
• Maintain accurate records of purchase orders and logistics activity.

Systems & Reporting

• Receive training on the Envision system used to track business activity.
• Maintain accurate information within Envision once trained.
• Create and distribute weekly ATS reports and other related internal reports.
• Assist with maintaining spreadsheets, templates, trackers, and operational reports.
• Ensure information is entered accurately and kept up to date.

Office Organization

• Organize and maintain electronic and physical files.
• Keep accounting, order, logistics, and business documentation easily accessible.
• Assist with general administrative projects and office responsibilities.
• Help ensure important tasks and follow-ups do not fall through the cracks.

Qualifications

• Previous administrative, operations, accounting support, or logistics experience preferred.
• Strong organizational skills and attention to detail.
• Comfortable working with numbers, spreadsheets, reports, and purchase orders.