Part-Time Operations & Launch Assistant

Pendmark; San Francisco (CA); On-site; USD 48,000 - 55,000; Part time

Job summary

Pendmark, a San Francisco-based dealer of luxury watches, seeks an Operations Assistant for part-time, in-person work with some remote flexibility. The role is based in San Francisco with a flexible weekly schedule.

Work closely with the founder across operations, administration, and project execution; manage back-office tasks, inventory, payments, and shipping coordination. Ideal candidates are highly organized, detail-focused, discreet with confidential information, and eager to contribute to

Qualifications

• Strong attention to detail and a consistent record of accurate work.
• Comfortable working with numbers, transaction records, spreadsheets, and basic bookkeeping.
• Highly organized and able to manage several active transactions and projects at once.
• Trustworthy and discreet when handling confidential information, financial transactions, and valuable merchandise.
• Careful and methodical when packing, receiving, documenting, and moving fragile high-value items.
• Comfortable learning inventory management software and other straightforward technology tools.
• Interested in marketing, launches, and helping build new business initiatives.
• Clear and responsive written and verbal communication.
• Able to identify problems, investigate discrepancies, and follow through without constant direction.
• Based in or near San Francisco and available for regular in-person work.
• Able to maintain a generally flexible schedule while being present for scheduled deliveries and inventory activity.

Responsibilities

• Prepare, track, and reconcile incoming and outgoing wire transfers against watch purchases, sales, consignment payouts, and related transactions.
• Maintain accurate and current bookkeeping records, transaction documentation, invoices, receipts, and supporting files.
• Match payments to inventory movements and promptly investigate any discrepancies.
• Maintain accurate information in Pendmark’s inventory and consignment software.
• Communicate regularly with Pendmark agents regarding inventory status, transactions, payments, documentation, and consignment activity.
• Develop and maintain clear operational checklists and processes as the business grows.
• Help identify, secure, and set up a small San Francisco office, including coordinating security systems and related vendors.
• Receive incoming watches, confirm package contents, document condition, and update inventory records.
• Securely pack and ship watches using insured, high-value shipping services.
• Ensure that labeling, documentation, tracking, insurance, and chain-of-custody procedures are followed carefully.
• Coordinate carriers, insurance coverage, customs paperwork, delivery exceptions, returns, and other logistics issues.
• Review and reconcile carrier and insurance invoices, identify billing discrepancies, and follow through until errors are resolved.
• Photograph watches for listings and internal records using a clean and consistent standard.
• Assist with marketing initiatives, product and business launches, and the execution of new projects.
• Help organize launch plans, timelines, assets, communications, and follow-up tasks.
• Coordinate with outside partners, contractors, and agents as needed.
• Support content, listings, presentations, research, and other marketing materials.
• Bring curiosity and enthusiasm to testing new ideas and building processes in unfamiliar project areas.
• Provide general operational and administrative support to the founder as priorities evolve.

Skills

Attention to detail

Organized

Numerical literacy

Clear communication

Tools

Inventory software

Job description

Schedule: Approximately 20 hours per week, primarily in person with some remote flexibility

Compensation: $35 to $40 per hour, depending on experience

Employment type: Part-time, non-exempt employee

Location: San Francisco, California

Target start date: September 1, 2026

About Pendmark

Pendmark is a San Francisco-based dealer of high-value pre-owned and certified luxury watches, primarily Rolex and comparable brands. We buy, sell, and accept watches on consignment from a network of partner dealers while operating our own inventory and consignment software.

Pendmark is a small, fast-moving business that is also developing new projects within and beyond the watch industry. We are looking for a versatile Operations Assistant who can manage detailed back-office work while also contributing to marketing, launches, and new initiatives.

The Role

The Operations Assistant will work directly with the founder and serve as a key point person across operations, administration, and project execution.

The role will be primarily in person in San Francisco, with some flexibility to work remotely when the work does not require access to physical inventory. The weekly schedule can generally be arranged flexibly, but availability will be required at specific times to receive deliveries, process incoming inventory, and coordinate outbound shipments.

This position may grow into a full-time role as Pendmark and its related projects expand.

Responsibilities

Operations and Financial Administration

• Prepare, track, and reconcile incoming and outgoing wire transfers against watch purchases, sales, consignment payouts, and related transactions.
• Maintain accurate and current bookkeeping records, transaction documentation, invoices, receipts, and supporting files.
• Match payments to inventory movements and promptly investigate any discrepancies.
• Maintain accurate information in Pendmark’s inventory and consignment software.
• Communicate regularly with Pendmark agents regarding inventory status, transactions, payments, documentation, and consignment activity.
• Develop and maintain clear operational checklists and processes as the business grows.

Inventory and Shipping

• Help identify, secure, and set up a small San Francisco office, including coordinating security systems and related vendors.
• Receive incoming watches, confirm package contents, document condition, and update inventory records.
• Securely pack and ship watches using insured, high-value shipping services.
• Ensure that labeling, documentation, tracking, insurance, and chain-of-custody procedures are followed carefully.
• Coordinate carriers, insurance coverage, customs paperwork, delivery exceptions, returns, and other logistics issues.
• Review and reconcile carrier and insurance invoices, identify billing discrepancies, and follow through until errors are resolved.
• Photograph watches for listings and internal records using a clean and consistent standard.

Marketing and New Projects

• Assist with marketing initiatives, product and business launches, and the execution of new projects.
• Help organize launch plans, timelines, assets, communications, and follow-up tasks.
• Coordinate with outside partners, contractors, and agents as needed.
• Support content, listings, presentations, research, and other marketing materials.
• Bring curiosity and enthusiasm to testing new ideas and building processes in unfamiliar project areas.
• Provide general operational and administrative support to the founder as priorities evolve.

Qualifications

• Strong attention to detail and a consistent record of accurate work.
• Comfortable working with numbers, transaction records, spreadsheets, and basic bookkeeping.
• Highly organized and able to manage several active transactions and projects at once.
• Trustworthy and discreet when handling confidential information, financial transactions, and valuable merchandise.
• Careful and methodical when packing, receiving, documenting, and moving fragile high-value items.
• Comfortable learning inventory management software and other straightforward technology tools.
• Interested in marketing, launches, and helping build new business initiatives.
• Clear and responsive written and verbal communication.
• Able to identify problems, investigate discrepancies, and follow through without constant direction.
• Based in or near San Francisco and available for regular in-person work.
• Able to maintain a generally flexible schedule while being present for scheduled deliveries and inventory activity.

Helpful Experience

Experience in any of the following areas is helpful but not required:

• Bookkeeping, accounting support, or transaction reconciliation
• E-commerce fulfillment or high-value shipping
• Luxury retail, watches, jewelry, art, or collectibles
• Inventory management or logistics
• Marketing, launches, or project coordination
• Product photography
• Small-business or founder-led operations

Additional Information

This role is based in San Francisco and is expected to be performed primarily in person, with some remote flexibility depending on the work required. The schedule is generally flexible, although certain hours will be dictated by incoming deliveries, inventory processing, and shipping needs.

Because the position involves valuable merchandise, confidential records, and financial transactions, employment will be contingent upon completion of a background check conducted after a conditional offer and in accordance with applicable law.

The position is initially part-time at approximately 20 hours per week, with the potential to develop into a full-time role as the company grows.