Virtual Assistant - Operations Manager

We Clone You; Philippines; Remote; PHP 518,000 - 1,035,000; Part time

Benefits offered by this job

Work from home

Paid in USD

Hourly wage $6-$12

Referral bonus $50

Professional development

Supportive team

Job summary

We Clone You, a leading virtual assistant company, is seeking a motivated Virtual Assistant with expertise in operations management to join the client's team and elevate operations. You will manage end-to-end order fulfillment, coordinate logistics, forecast demand, manage supplier relationships, and analyze costs.

Proficiency with Google Workspace, Excel, QuickBooks, Salesforce, and ERP systems is required; experience with Acumatica ERP and Shopify is a plus.

Qualifications

• Previous experience in operations management or a similar role.
• Experience with Acumatica ERP or another ERP platform.
• Strong Excel or Google Sheets skills and data analysis.
• Ability to learn new systems quickly and work independently.
• Excellent written and verbal English communication.

Responsibilities

• Manage end-to-end order fulfillment including POs, orders, inventory, shipping, invoicing, and issues.
• Coordinate logistics across carriers, 3PLs, warehouses, manufacturers, and retailers.
• Manage inventory, forecasting, production planning, and purchasing for goods.
• Analyze costs, margins, and operational data to support decisions.
• Build financial models and reporting for management.
• Support AP/AR, inventory accounting, POs, invoice matching, and reconciliations.
• Develop and maintain SOPs and automate processes.
• Ensure food safety, quality, traceability, and compliance docs.
• Identify operational risks and resolve issues to keep processes running.
• Learn new systems and improve efficiency.

Skills

Operations management

Data analysis

Problem-solving

English communication

Tools

Acumatica ERP

Shopify

Google Workspace

Google Sheets

Excel

QuickBooks

Salesforce

EDI systems

Job description

We Clone You is a leading virtual assistant company that specializes in providing virtual assistance to empower businesses of all sizes with world-class virtual assistance. We are currently looking for a motivated Virtual Assistant with expertise in operations management to join our client's team and take their operations to the next level.

In this role, you will be responsible for performing various tasks, including:

• Manage end-to-end order fulfillment, including customer POs, EDI orders, inventory allocation, shipping, delivery, invoicing, and issue resolution;
• Coordinate logistics across carriers, 3PLs, warehouses, manufacturers, distributors, and retailers, while identifying opportunities to reduce freight costs;
• Manage inventory, demand forecasting, production planning, and purchasing for finished goods, ingredients, and packaging;
• Manage supplier relationships and POs, including pricing, MOQs, lead times, and delivery requirements;
• Analyze COGS, landed costs, freight, pricing, margins, inventory, and other operational data to support business decisions;
• Build and maintain forecasts, financial models, and reporting for management;
• Support accounting operations including AP/AR, inventory accounting, POs, invoice matching, and reconciliations;
• Use AI tools such as ChatGPT and Claude to improve workflows, analyze data, automate repetitive tasks, and solve operational problems;
• Develop and maintain SOPs and continuously identify opportunities to improve and automate processes;
• Maintain food safety, quality, traceability, and compliance documentation and coordinate issue resolution with suppliers and manufacturers;
• Work proactively to identify operational risks, resolve issues, and keep processes running smoothly;
• Learn and navigate new systems independently and continuously improve operational efficiency;
• Systems: strong proficiency with Google Workspace, Google Sheets, Excel, QuickBooks, Salesforce, and EDI systems. Experience with inventory, shipping, retailer/distributor, 3PL, and CPG systems is preferred;

Requirements

• Previous experience in operations management, or similar role;
• Experience working with Acumatica ERP (or another ERP platform) and Shopify;
• Strong Excel or Google Sheets skills, including Pivot Tables, formulas, and data analysis;
• Strong technical aptitude and the ability to learn new systems quickly;
• Excellent problem-solving and troubleshooting skills;
• Experience coordinating with software vendors or third-party support teams;
• Strong organizational skills with exceptional attention to detail;
• Ability to create and maintain clear documentation and SOPs;
• Strong written and verbal English communication skills;
• Ability to work independently and proactively manage priorities after onboarding;
• Availability to occasionally support system updates outside regular business hours;

Benefits

• Work from home;
• Payment in dollars per working hour (30-hour week);
• Starting salary between6$ - 12$per hour depending on your experience, with room for raises based on performance;
• A workplace that values its people;
• Professional development opportunities to grow your career;
• Be part of a supportive team that values your input and achievements;
• Referral bonus:If you refer a candidate, you will receive a $50 bonus once they're hired by one of our clients;