Operations Assistant

VEJA; New York (NY); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Hybrid work environment

Job summary

VEJA, a purpose-driven sneaker brand, is seeking an Operations Assistant to support the North America operations and logistics team in New York City. The role is hybrid and reports to the Operations Director, NA, working closely with the Global HQ.

You will liaise with 3PL partners, handle shipping documents, manage ERP data, and coordinate with Wholesale, Retail, Finance, and E-commerce teams.

Qualifications

• Advanced Excel skills including pivot tables and VLOOKUP.
• Strong organizational skills with attention to detail.
• Experience with ERP systems, preferably SAP S4HANA.
• Excellent cross-team communication across cultures.

Responsibilities

• Collaborate with Wholesale, Retail, Finance, and E‑commerce teams to ensure logistics efficiency.
• Liaise with 3PL partners to monitor operations and maintain service levels.
• Travel to the Pennsylvania warehouse to monitor operations as needed.
• Prepare shipping documents, labels, packing lists, and invoices.
• Manage stock transfers, relabeling, order cancellations, and exceptions.

Skills

Advanced Excel

VLOOKUP

Pivot tables

Data consolidation

Tools

SAP S4HANA

Job description

Since 2005, VEJA has been creating sneakers in a different way, mixing social projects, economic justice, and ecological materials. VEJA uses Brazilian and Peruvian organic cotton for the canvas and laces, Amazonian rubber for the soles, and various innovative materials from recycled plastic bottles or recycled polyester. VEJA sneakers are produced in high-standard factories in Brazil.

Job Description:

We are looking for a passionate Operations Assistant to support the operations and logistics team. This role reports to the Operations Director, North America while working closely with the Global HQ team.

Our North America office is based in New York City and offers a hybrid work environment.

Main Responsibilities:

• Collaborate with internal teams (Wholesale, Retail, Finance, E-commerce) and our Paris HQ to ensure smooth logistics operations.
• Act as the primary liaison with 3PL partners for all channels: monitor daily operations, resolve delivery issues, and ensure service level adherence.
• Participate in weekly coordination calls with warehouse teams and internal stakeholders. Regularly travel onsite to Pennsylvania warehouse to monitor operations.
• Share demand forecasts and key dates with 3PLs to improve anticipation and capacity planning.
• Track and analyze key logistics KPIs (receiving & shipping performance) to drive continuous improvement.
• Prepare shipping documents (labels, packing lists, invoices) and ensure compliance with international shipping requirements.
• Manage operational tasks such as stock transfers, relabeling, order cancellations, and under/over deliveries. Assist with special projects (inventory, QC).
• Handle chargeback documentation and support resolution processes.
• Manage third-party EDI and customer platforms to create labels and transmit ASN and invoices to customers.
• Manage wholesale prepayments, including downloading and sending invoices, creating invoice payment links, and removing delivery blocks from orders.
• Assist with data entry and invoicing wholesale consignment customers in ERP.
• Create and maintain New Customer Profiles in ERP.

Requirements

• Commitment to the VEJA Project and vision; passionate about fair-trade brands with the ability to speak confidently about the VEJA Project, both internally and externally.
• Advanced Excel (pivot tables, VLOOKUP, data consolidation)
• ERP experience: preferred SAP S4HANA
• Strong organizational skills, attention to detail, team spirit
• Proactive communication across teams and cultures
• Language: Spanish & French would be appreciated

EOE

VEJA North America is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace and are proud to be an employer that considers all qualified applicants for employment without regard to age, race, color, religion, creed, national origin, citizenship status, sex, sexual orientation, gender identity or expression, genetic information, marital status, familial status, domestic violence victim status, disability, military or veteran status, prior arrest or conviction record , or any other characteristic protected by applicable federal, state, or local law.

VEJA North America provides reasonable accommodations for applicants and employees with disabilities in accordance with the Americans with Disabilities Act (ADA). If you require accommodation to participate in the application or interview process, please let us know.