Operations Virtual Assistant

Job Summary:
We’re seeking someone to step in as a highly detail-oriented Operations & Administrative Virtual Assistant and support the daily operations of a growing custom apparel business. The role sits at the center of order intake, production tracking, and client records, where fabrics, shipments, forms, and invoices are all moving at once and accuracy carries real financial weight. This seat suits someone who works independently, catches problems before they appear, and simply gets things handled.

Key Responsibilities:

• Fill in detailed client and production forms with complete accuracy
• Support production workflows from order intake all the way to final delivery
• Track incoming and outgoing materials, shipments, and inventory
• Update the CRM and project boards with client details, orders, shipments, and production status
• Keep records accurate, complete, and current across every internal system
• Enter invoices and basic financial data, and track payments, follow-ups, and outstanding balances
• Manage the calendar, set up meetings, and keep deadlines on track
• Monitor the inbox, draft replies, send reminders, and handle client follow-ups
• Keep team to-do lists organized so nothing gets dropped
• Spot workflow gaps and resolve issues before they grow
• Help with e-commerce order updates as needed

Mandatory Skills:

• Exceptional attention to detail and the ability to catch errors before they become costly
• Proven experience in administrative and operations support
• Strong organizational skills and the ability to manage many moving parts at once
• Comfortable with data entry and CRM or project-management tools
• Excellent written and verbal English communication skills
• Fast learner with strong common sense and sound judgment
• Diligent, organized, and independent without constant instruction

Preferred Skills:

• Experience with Monday.com or a similar CRM/project-management platform
• QuickBooks Online experience, including invoicing and basic financial data entry
• Background in inventory, order tracking, or logistics coordination
• Familiarity with Shopify order management
• Prior experience supporting a fashion, apparel, retail, or production-based business
• Experience working with US-based businesses
• Able to keep multiple projects in motion at once

Why Join Us:
This role has a real growth path. It starts with an intentionally defined scope, and the plan is to expand it for the right person as they prove capable. There’s no filler work: every form, shipment, and record you handle directly affects production and client satisfaction. We value initiative and ownership, and you’ll be trusted to run your own workflows rather than wait for instructions.