Office Operations Assistant

W3Global; Pompano Beach (FL); On-site; USD 32,000 - 48,000; Full time

Job summary

W3Global in Florida is seeking an Office Operations Assistant to support daily business activities across logistics, purchasing, production, sales, and customer service. You will coordinate orders, monitor inventory, prepare invoices, track shipments, and assist with general office operations.

The role emphasizes proactive problem-solving, strong organization, and clear communication in a fast-paced team environment.

Qualifications

• 1+ year of experience in office administration, operations, inventory management, logistics, or related field.
• Strong organizational and multitasking skills with keen attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office applications (Excel, Word, Outlook).
• Familiarity with inventory management or ERP systems is a plus.

Responsibilities

• Coordinate daily operational activities across sales, inventory, logistics, and customer service.
• Monitor stock levels and assist with inventory management and replenishment.
• Support order processing to ensure timely deliveries to customers and retailers.
• Enter and update customer orders in the system, ensuring accuracy of product details and pricing.
• Prepare and issue customer invoices, resolving discrepancies with departments.
• Track shipments and communicate with carriers and suppliers to resolve delivery issues.
• Assist with process improvement initiatives to increase efficiency and reduce costs.
• Coordinate facility and equipment maintenance and manage office supplies.
• Ensure compliance with company policies, safety standards, and operating procedures.

Skills

Microsoft Office

Excel

Organizational skills

Communication skills

Tools

ERP systems

Inventory management software

Order processing platforms

Job description

About The Company

We are seeking a motivated, organized, and detail-oriented Office Operations Assistant to join our team. Our company values operational efficiency, teamwork, and customer satisfaction. We work collaboratively across departments to ensure that orders are processed accurately, inventory is managed effectively, and products are delivered to customers on time.

We are seeking a motivated, organized, and detail-oriented Office Operations Assistant to join our team. Our company values operational efficiency, teamwork, and customer satisfaction. We work collaboratively across departments to ensure that orders are processed accurately, inventory is managed effectively, and products are delivered to customers on time.

This role offers an opportunity to contribute to the daily operations of a growing business while working closely with teams across logistics, purchasing, production, sales, and customer service. The ideal candidate is proactive, adaptable, and comfortable managing multiple responsibilities in a fast-paced environment.

About The Role

The Office Operations Assistant plays an important role in supporting daily business activities and maintaining efficient workflows across multiple departments. This position involves coordinating orders, monitoring inventory, preparing invoices, tracking shipments, communicating with suppliers and carriers, and assisting with general office and facility operations.

The successful candidate will help ensure that operational processes run smoothly, records remain accurate, and customer expectations are consistently met.

Key Responsibilities

• Coordinate daily operational activities across sales, inventory, logistics, and customer service to ensure smooth workflows.
• Monitor stock levels and assist with inventory management and replenishment.
• Support order processing to ensure accurate and timely deliveries to customers and retail locations.
• Enter and update customer orders in the system, ensuring accuracy of product details, quantities, and pricing.
• Prepare and issue customer invoices, verifying that they match order details and resolving discrepancies with the appropriate departments.
• Track shipments and communicate with carriers, including UPS, FedEx, USPS, and LTL providers, as well as suppliers, to resolve delivery or product issues.
• Support process improvement initiatives to increase efficiency and reduce operational costs.
• Coordinate facility and equipment maintenance and manage office and operational supplies.
• Help ensure compliance with company policies, safety standards, and operating procedures.
• Perform other related duties as assigned.

Qualifications

• At least one year of experience in office administration, operations, inventory management, logistics, or a related field.
• Strong organizational and multitasking skills, with keen attention to detail.
• Excellent written and verbal communication skills and the ability to solve problems effectively.
• Proficiency in Microsoft Office applications, including Excel, Word, and Outlook.
• Familiarity with inventory management systems, order processing platforms, or enterprise resource planning (ERP) systems is an advantage.
• Ability to work independently, prioritize tasks, and adapt to a fast-paced environment within a small team.
• A proactive approach to identifying issues and supporting continuous improvement.

Key Competencies

• Teamwork and cross-departmental coordination
• Time management and prioritization
• Customer service orientation
• Initiative and adaptability
• Analytical thinking and problem-solving
• Accuracy and attention to detail
• Operational organization and follow-through

What We're Looking For

We are looking for someone who takes pride in keeping operations organized and efficient. The ideal candidate is dependable, detail-oriented, and willing to take ownership of daily tasks while supporting colleagues across different departments. Strong communication skills, a customer-focused mindset, and the ability to manage competing priorities will be essential for success in this role.