Executive & Operations Assistant

Vertu Agent, LLC.; Philippines; On-site; PHP 845,000 - 986,000; Full time

Benefits offered by this job

Remote position

PTO 10 days/year

Sick days 3/year

US federal holidays 6

Job summary

Vertu Agent, LLC. seeks an experienced Operations Coordinator/Executive Assistant for a 100% remote, full-time contractor role. You will manage orders, coordinate artwork, handle sourcing and supplier relations, and support finance and admin tasks for US-based leadership.

You will work with Sage, QuickBooks, Shopify, and other tools, coordinating production with printers and decorators while maintaining timelines and quality. Strong English, organization, and initiative are essential.

Qualifications

• Hands-on experience with Chipply (mandatory).
• Hands-on experience with Sage promotional products software (mandatory).
• Proven experience in executive assistance, operations coordination, or order management.
• Experience in promotional products, custom apparel, branded merchandise, or related industries preferred.
• Strong understanding of order processing, purchasing, vendor coordination, and fulfillment.
• Excellent written and verbal English communication skills.
• Strong organizational skills, attention to detail, and multitasking ability.
• Ability to work independently, take initiative, and solve problems without constant supervision.
• Experience coordinating artwork, suppliers, and production processes is highly desirable.
• Familiarity with QuickBooks, Shopify, ASI, or PPAI is a plus.

Responsibilities

• Manage customer orders from request to fulfillment and delivery.
• Coordinate artwork submissions, revisions, and approvals with customers and decorators.
• Handle product sourcing, purchasing, and supplier communications using Sage.
• Manage fundraising web stores, product listings, and orders through Chipply.
• Coordinate production with embroidery, DTF printing, engraving, and other partners.
• Track order progress, production timelines, and delivery deadlines.
• Support invoicing, billing, and payment tracking using QuickBooks.
• Organize emails and daily operational tasks.
• Identify and resolve issues to prevent delays and improve efficiency.
• Provide executive support, reducing owner's administrative workload.

Skills

Chipply

Executive support

Operations coordination

Order management

English communication

Detail-oriented

Independent worker

Artwork coordination

Production coordination

Problem solving

Tools

Sage

QuickBooks

Shopify

ASI

PPAI

Chipply

Job description

Industry: Custom Apparel & Promotional Products Job Type: Full-Time | Remote

Key Responsibilities

• Manage incoming customer orders from initial request through fulfillment and delivery.
• Coordinate artwork submissions, revisions, and approvals with customers and decorators.
• Handle product sourcing, purchasing, and supplier communications using Sage.
• Manage fundraising web stores, product listings, and orders through Chipply.
• Coordinate production with embroidery, DTF printing, engraving, and other decoration partners.
• Track order progress, production timelines, and delivery deadlines.
• Support invoicing, billing, and payment tracking using QuickBooks.
• Organize emails, communications, priorities, and daily operational tasks.
• Proactively identify and resolve issues to prevent delays and improve efficiency.
• Provide direct executive support, anticipating business needs and reducing the owner's administrative workload.

Qualifications

• Hands-on experience with Chipply (mandatory).
• Hands-on experience with Sage promotional products software (mandatory).
• Proven experience in executive assistance, operations coordination, or order management.
• Experience in promotional products, custom apparel, branded merchandise, or related industries preferred.
• Strong understanding of order processing, purchasing, vendor coordination, and fulfillment.
• Excellent written and verbal English communication skills.
• Strong organizational skills, attention to detail, and ability to multitask.
• Ability to work independently, take initiative, and solve problems without constant supervision.
• Experience coordinating artwork, suppliers, and production processes is highly desirable.
• Familiarity with QuickBooks, Shopify, ASI, or PPAI is a plus.
• Ability to adapt to the business owner's working style and manage changing priorities.

Compensation & Benefits

• Compensation: $1,200-$1,400 USD/month , depending on experience.
• 100% remote position.
• Full-time contractor opportunity.
• Work directly with U.S.-based businesses and leadership teams.
• Opportunity to take real ownership and have a direct impact on business operations.
• 10 PTO days per year.
• 3 sick days per year.
• 6 U.S. federal holidays.