Ecommerce Customer Operations Specialist (Hubspot) Onsite

Deployed Philippines Inc.; Metro Manila; On-site; PHP 335,000 - 614,000; Full time

Benefits offered by this job

Leaves entitlement

HMO

Life insurance upon hire

Job summary

Deployed Philippines Inc. is seeking an Ecommerce Operations Specialist to support day-to-day ecommerce activities, including order monitoring, transaction processing, and delivery updates.

You will coordinate with internal teams and external partners to ensure accurate fulfillment and timely reporting. You will use HubSpot, JIRA, Slack, and other platforms to log requests, track progress, and report issues.

Qualifications

• Excellent written and verbal communication skills.
• Strong organisational and time-management skills.
• Ability to manage multiple requests and priorities in a fast-paced environment.
• Strong attention to detail and accuracy.
• Good analytical and problem-solving skills.
• Comfortable working with multiple systems and online platforms.
• Experience with HubSpot, JIRA, Slack, or similar business platforms is an advantage.
• Experience in ecommerce, order processing, logistics, fulfilment, inventory, or 3PL operations is an advantage.
• Knowledge of retail or ecommerce processes is preferred.
• Ability to work effectively with different internal teams and stakeholders.

Responsibilities

• Monitor orders and transactions using internal systems.
• Check order status, fulfilment progress, stock information, and delivery updates.
• Investigate discrepancies and coordinate with relevant teams to resolve issues.
• Verify order and dispatch information using internal systems and dashboards.
• Provide timely updates regarding order and delivery status.
• Monitor incoming requests through email and business platforms.
• Review, categorise, and assign requests to the appropriate team.
• Record updates, actions taken, and outcomes accurately in internal systems.
• Monitor pending requests and follow up to ensure timely completion.
• Escalate matters requiring assistance from other departments.
• Use HubSpot and other internal platforms to manage incoming requests and maintain records.
• Use JIRA to record, monitor, and coordinate operational and system-related tasks.
• Collaborate with internal teams through Slack and other communication platforms.
• Provide relevant information, screenshots, and details when reporting system issues.
• Assist in monitoring system-related concerns and following up on resolution progress.
• Coordinate with warehouse and transport teams regarding order and delivery information.
• Assist with shipment tracking and delivery status updates.
• Investigate stock or fulfilment discrepancies and coordinate corrective actions.
• Verify information across order management systems and internal dashboards.
• Assist in resolving issues affecting order processing and delivery.
• Prepare daily transaction summaries and operational reports.
• Generate reports required by the Customer Supply Chain team.
• Maintain accurate records of transactions, requests, and completed activities.
• Prepare and maintain process documentation and reference materials.
• Document recurring issues and recommended process improvements.
• Assist with onboarding users to dashboards and visibility platforms.
• Provide basic guidance on the use of reporting and visibility tools.
• Support users in understanding available system functions and information.
• Maintain onboarding materials and process guides.
• Identify recurring operational issues and communicate them to the relevant teams.
• Assist in improving internal workflows and processes.
• Identify repetitive activities that may be streamlined or automated.
• Participate in internal meetings and process discussions when required.

Skills

Written communication

Verbal communication

Time management

Attention to detail

Analytical thinking

Multitasking

Stakeholder collaboration

Tools

HubSpot

JIRA

Slack

Job description

About Deployed

Deployed is an established BPO firm specialising in workforce solutions. We partner with a range of globally minded businesses, from start-ups to large corporations across a range of industries.

Our expert team of recruiters at Deployed will work closely with you to create a career change that challenges, motivates, and excites you. We take the time to understand your ambitions to ensure an effective job match and place you in a business where you'll perform your best. You'll be supported at every step to ensure success- from job searching and placement to a robust onboarding process to ongoing HR, office, and IT support. Deployed is committed to offering you holistic support at every step to ensure you succeed, have the best work experience and a rewarding career.

Job Description

Role Overview

The Ecommerce Operations Specialist will assist with day-to-day ecommerce activities, including order monitoring, transaction processing, shipment updates, system coordination, reporting, and communication with internal and external stakeholders.

Key Responsibilities

Order and Transaction Management

• Monitor orders and transactions through internal systems and platforms.
• Check order status, fulfilment progress, stock information, and delivery updates.
• Investigate discrepancies and coordinate with relevant teams to resolve issues.
• Verify order and dispatch information using internal systems and dashboards.
• Provide timely updates regarding order and delivery status.

Request and Task Management

• Monitor incoming requests through email and business platforms.
• Review, categorise, and assign requests to the appropriate team.
• Record updates, actions taken, and outcomes accurately in internal systems.
• Monitor pending requests and follow up to ensure timely completion.
• Escalate matters requiring assistance from other departments.

System and Platform Coordination

• Use HubSpot and other internal platforms to manage incoming requests and maintain records.
• Use JIRA to record, monitor, and coordinate operational and system-related tasks.
• Collaborate with internal teams through Slack and other communication platforms.
• Provide relevant information, screenshots, and details when reporting system issues.
• Assist in monitoring system-related concerns and following up on resolution progress.

Fulfilment and Delivery Coordination

• Coordinate with warehouse and transport teams regarding order and delivery information.
• Assist with shipment tracking and delivery status updates.
• Investigate stock or fulfilment discrepancies and coordinate corrective actions.
• Verify information across order management systems and internal dashboards.
• Assist in resolving issues affecting order processing and delivery.

Reporting and Documentation

• Prepare daily transaction summaries and operational reports.
• Generate reports required by the Customer Supply Chain team.
• Maintain accurate records of transactions, requests, and completed activities.
• Prepare and maintain process documentation and reference materials.
• Document recurring issues and recommended process improvements.

Client Onboarding and Platform Support

• Assist with onboarding users to dashboards and visibility platforms.
• Provide basic guidance on the use of reporting and visibility tools.
• Support users in understanding available system functions and information.
• Maintain onboarding materials and process guides.

Process Improvement

• Identify recurring operational issues and communicate them to the relevant teams.
• Assist in improving internal workflows and processes.
• Identify repetitive activities that may be streamlined or automated.
• Participate in internal meetings and process discussions when required.

Qualifications

• Excellent written and verbal communication skills.
• Strong organisational and time-management skills.
• Ability to manage multiple requests and priorities in a fast-paced environment.
• Strong attention to detail and accuracy.
• Good analytical and problem-solving skills.
• Comfortable working with multiple systems and online platforms.
• Experience with HubSpot, JIRA, Slack, or similar business platforms is an advantage.
• Experience in ecommerce, order processing, logistics, fulfilment, inventory, or 3PL operations is an advantage.
• Knowledge of retail or ecommerce processes is preferred.
• Ability to work effectively with different internal teams and stakeholders.

Why you should join our team!

Leaves entitlement, HMO and life insurance upon hire!

Ready to take on the next challenge? If you’re looking for an organisation with outstanding career-development opportunities, amazing work-life culture, and comprehensive benefits crafted to support work-life harmony, you might be a perfect fit at Deployed!

At Deployed, we truly believe that our team is the core highlight of our brand. With our goal of being a top business partner for our global clients, we take it as a responsibility to build a diverse, inclusive, and growth-oriented work environment where employees of all backgrounds and lifestyles feel a sense of belonging, mutual respect, and kindness.