Operations Coordinator VA

About the Role

We're seeking a detail-oriented and proactive Operations Coordinator to serve as the daily executor of our business operations. Reporting to the Director of Operations, you'll be responsible for the day-to-day transaction processing and coordination that keeps our business running smoothly — including order processing, wholesale and retailer coordination, 3PL communication, and inventory transactions across both B2B and B2C channels. The ideal candidate is systems-savvy, highly organized, data-driven, and an effective communicator who thrives in a fast-paced environment.

Work Structure & Requirements

Location: Remote / Virtual
Schedule: Part-time (25–30 hours per week), with opportunity to grow alongside the business
Time Zone: Must be available Monday–Friday during PST business hours (9am–2pm PST)

Key Responsibilities

1. Order Processing & Wholesale Coordination

Enter and process customer orders across the wholesale tracking sheet, Cin7 Core, and TrueCommerce
Generate and manage customer invoices per order and on a weekly basis
Coordinate logistics including carrier scheduling, retailer portal updates, and shipment notifications
Process Faire and miscellaneous wholesale orders
Manage customer-specific case labels and routing guide files
Handle D2C order changes and replacement order processing in DEAR

2. 3PL Coordination

Serve as the primary daily point of contact for our 3PL partner, managing routine inquiries and coordination
Manage exceptions including discrepancies, short ships, and OS&D

3. Inventory Transactions

Execute kitting system transactions and assembly builds in DEAR per production schedule
Complete month-end inventory reconciliation tasks
Assign lot numbers and expiry dates to sales order line items for traceability
Process drop transfers in DEAR and submit ASNs in Extensiv per production run
Receive packaging and ingredient POs and submit ASNs in Extensiv as needed

4. Purchasing & Inbound Logistics

Coordinate domestic inbound logistics for packaging and other materials as needed

5. Administrative & Systems

Maintain and update the wholesale tracking sheet on an ongoing basis
Execute SOPs and support documentation updates per Director review
Support the Director of Operations on ad hoc projects and data pulls
Proactively monitor performance to identify and resolve potential issues early
Consistently identify areas for improvement and put forward recommendations

Required Skills & Experience

Experience: 2+ years in an operations, logistics, or administrative role; e-commerce experience a plus
Tools & Platforms: DEAR/Cin7 Core experience required; Extensiv (WMS) and Shopify a plus; proficiency in Excel and Google Sheets required; TrueCommerce or similar EDI/retailer portal experience a plus; comfortable with Slack and Google Workspace
Finance Tools: QuickBooks or similar invoicing/finance tools a plus
Communication: Strong written and verbal English communication skills
Competencies: Exceptional attention to detail, highly organized, strong time management, ability to handle multiple tasks simultaneously, and comfortable working across multiple digital platforms
AI Tools: Comfortable using AI tools to improve efficiency, streamline repetitive tasks, and support process documentation

To Apply
Kindly send resume and introduction video