Operations & Logistics Coordinator (Order-to-Cash & E-Commerce)
Philippines / South Africa
VA/EA – Operations /
Virtual Assistant / Full - Time /
Remote
Job Description
A consumer packaged goods company is seeking a high-EQ, digitally native “athlete” to take ownership of operations workflows across order management, logistics, inventory, invoicing, and e-commerce support. This role replaces an underperforming employee and will be critical in scaling a lean team (“three on the field”) that sells into 25+ countries and manages 150k+ cases of product.
The right hire will thrive in ambiguity, close loops without hand-holding, and proactively improve inefficient systems—including e-commerce integrations—through automation and process optimization.
Core Responsibilities
- Order-to-Cash Operations
- Enter and track sales orders, confirm shipment details, and ensure smooth handoff to warehouse/3PL.
- Communicate proactive ETAs to sales leadership and resolve delivery exceptions quickly.
- Manage invoicing, factoring workflows, and financial documentation with accuracy.
- Supplier & Vendor Coordination
- Build and maintain relationships with suppliers for quotes, orders, and lead times.
- Confidently handle calls to clarify issues beyond email threads.
- Support procurement and inbound supply workflows tied to QuickBooks/SOS inventory systems.
- Data, Reporting & Forecasting
- Maintain accurate inputs for forecasting and weekly finance/ops cadences.
- Reconcile inventory, POs, and shipments; flag risks early.
- Build/update dashboards in Sheets/Excel for service levels, OTIF, and backorders.
- Systems & Automation
- Identify and implement process improvements with Zapier or similar tools.
- Support e-commerce system cleanup (catalog management, order syncs, error resolution).
- Document workflows and SOPs for repeatability.
- Cross-Functional Support
- Join weekly calls, capture action items, and ensure follow-through.
- Collaborate with sales and operations leadership to solve bottlenecks in real time.
- Manage calendar, files, and communication tools securely under NDA.
Must-Have Qualifications
- Schedule: Available full-time, 9:00am–5:00pm ET.
- Ops athlete mindset: Hungry, curious, and able to learn quickly in a small, fast-paced team.
- High EQ & communication: Confident phone presence, culturally aware, able to “read between the lines.”
- Technical adaptability: Digital-native, comfortable with modern tools and automations.
- Experience: Order management, logistics coordination, supplier/vendor interactions, invoicing.
- Tools: Google Sheets/Excel (advanced functions), QuickBooks or inventory/ERP (e.g., SOS).
- Attention to detail: Accurate data entry and strong follow-through.
- Security & confidentiality: Comfortable working under NDA with password managers/secure systems.
Nice to Have
- Consumer packaged goods (CPG), beverage, or supply chain experience.
- E-commerce operations knowledge (catalog hygiene, system integrations).
- Familiarity with factoring, freight (LTL/FTL), and warehouse processes.
- Automation track record (Zapier or equivalent).
- Experience smoothing transitions during employee offboarding/knowledge transfer.
$800 - $1,100 a month
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