D2C Back Office Admin (Fashion/Cosmetic) - 63436693134

somewhere; Deutschland; Remote; EUR 23.000 - 39.000; Vollzeit

Zusammenfassung

Premium women's footwear, handbags, and accessories brand is seeking a D2C Back Office Admin (Fashion/Cosmetic) for a remote, independent contractor role. You will support the founder, coordinate suppliers and logistics, manage orders, and improve processes across multiple functions.

You will also assist with listing and marketing tasks, and responsibly use AI tools with accuracy checks. Start date ASAP and report to the Founder.

Qualifikationen

• Background in administration, operations, coordination, e-commerce, or executive support in fashion or cosmetics.
• Proficiency with Shopify, AI image generation, Klaviyo for email marketing, Whatsapp marketing and creator outreach.
• Able to learn new software quickly and work across time zones.

Aufgaben

• Founder support: manage priorities, schedules, tasks, reminders, meetings and follow-ups.
• Systematize processes: build templates, trackers, dashboards and SOPs.
• Coordinate with suppliers and logistics (China and global) on quotations, production, packaging, shipping and delivery.
• Process orders, payments, inventory, fulfillment, returns and customer updates.
• Coordinate with warehouses, freight forwarders and couriers.
• Assist with product listings, website updates, social media, newsletters and research.
• Leverage AI tools for content drafting and image editing with accuracy checks.

Kenntnisse

Highly organized

Strong communication

Proficient with spreadsheets

Independent problem solving

Time zone coordination

Tools

Shopify

AI image generation

Klaviyo

Whatsapp marketing

Creator outreach

Jobbeschreibung

Role: D2C Back Office Admin (Fashion/Cosmetic)

Priority Location: Philippines

Working Hours: 8 am - 5 pm EST

Type of contract: Independent Contractor

Type of job: Remote

Start date: ASAP

About the Company: Premium women's footwear, handbags, and accessories brand.

About the Role: Make the company easier to run. You will convert conversations into actions, keep deadlines and records visible, coordinate people and suppliers, and close the gaps that cause orders, payments, samples, meetings, or customer commitments to drift.
This is not a reception-only role. It combines office administration, executive support, supplier and logistics coordination, order administration, records, and practical process improvement. You report directly to the Founder.

Key Responsibilities

• Founder Support: Manage priorities, schedules, tasks, reminders, meetings, and follow-ups.
• Systematization: Build practical systems, templates, trackers, checklists, dashboards, and standard operating procedures (SOPs).
• Supply Chain: Communicate with suppliers (specifically China and global) regarding quotations, samples, production, packaging, quality, shipping, and delivery.
• E-commerce Management: Process and track orders, payments, inventory, fulfillment, returns, refunds, and customer updates.
• Logistics: Coordinate with warehouses, freight forwarders, couriers, and logistics partners.
• Marketing & Admin: Assist with product listings, website updates, social media, newsletters, and research.
• AI Integration: Use AI tools to draft content, create/edit images, and conduct research (must verify all AI output for accuracy).

Qualifications

• Experience: Strong background in administration, operations, coordination, e-commerce, or executive support within fashion brand or cosmetic brand.
• Proficiency in Shopify, AI image generation, Klaviyo for email marketing, Whatsapp marketing, creator outreach.
• Skills:
  • Highly organized, accurate, and reliable.
  • Strong communication and follow-up skills (proactive).
  • Proficient with spreadsheets, online documents, calendars, task-management systems, and AI tools.
  • Ability to learn new software quickly and solve problems independently.
  • Comfortable working with international suppliers and across time zones.
• Bonus Skills: Experience with Chinese suppliers, international shipping, Mandarin language skills, or design/marketing/CRM tools.
• Strong spreadsheet, document, calendar, task-management, and file-management skills.
• A concrete example of a complicated project, supplier problem, event, order flow, or executive process you coordinated from start to finish.

First 90 days First 30 days

• Map all recurring admin, supplier, order, logistics, and founder-support workflows.
• Create one current action register and a reliable filing structure.
• Identify the ten largest recurring failure points or sources of founder follow-up.
• Take ownership of routine scheduling, meeting actions, and agreed supplier or order follow-ups.

Days 31 to 60

• Publish the weekly operating dashboard on the agreed day.
• Document the five highest-volume recurring processes.
• Set response and escalation rules for orders, suppliers, vendors, and internal requests.
• Close overdue records and establish a clean hand-off process with Finance, marketing, and fulfilment.

Days 61 to 90

• Run routine administration and coordination with limited founder intervention.
• Show fewer missed hand-offs, fewer status-chasing messages, and faster exception escalation against the first-month baseline.
• Propose the next three process improvements with effort, cost, and expected benefit.
• Present a 90-day operating review with measures, unresolved risks, and recommendations.

Success Metrics

• Consistent maintenance of orders, suppliers, and projects.
• Information is easily accessible; deadlines are visible; customers receive timely support.
• The founder gains increased focus on growth; the candidate establishes better ways of working rather than just completing tasks.