Shopify Ecommerce Operations Coordinator

Shopify Ecommerce Operations Coordinator
Part Time | Remote | $7 to $10 USD per Hour

About Hall Pass

Hall Pass LLC is a United States-based e-commerce business specializing in officially licensed collegiate apparel, custom merchandise, varsity jackets, patches, and accessories.

We operate a Shopify store, manage wholesale and custom apparel orders, coordinate with international manufacturers, and have a physical fulfillment team in Greensboro, North Carolina.

Website: www.HallPass.Shop

We are looking for a highly organized, proactive, and experienced Ecommerce Operations Virtual Assistant to help keep our business running smoothly.

This is not a basic administrative assistant position. I truly prefer someone proficient with Claude.

We need someone who can independently track tasks, follow up with employees, monitor outstanding orders, manage spreadsheets, and make sure important responsibilities do not get overlooked.

Key Responsibilities

1. Shopify Order and Fulfillment Management

• Monitor unfulfilled Shopify orders.
• Maintain a tracker for orders delayed by missing inventory, production, or other issues.
• Identify missing products, sizes, and materials needed to fulfill orders.
• Follow up with employees about pending fulfillment tasks.
• Monitor order deadlines and escalate potential delays.
• Track outstanding orders until they are fulfilled.

2. Inventory and Reorder Tracking

• Collect inventory counts from our physical fulfillment team.
• Update inventory spreadsheets and records.
• Track frequently used inventory, including blank apparel, patches, and accessories.
• Identify low stock items and replenishment needs.
• Maintain an organized reorder list.
• Compare inventory availability against outstanding customer orders.
• Prepare purchasing recommendations for owner approval.

3. Employee Task Management

• Maintain a centralized task management system.
• Communicate assigned tasks and deadlines to employees.
• Follow up with employees about incomplete tasks.
• Request updates without needing reminders from management.
• Monitor outstanding assignments and escalate issues.
• Ensure tasks are documented and completed.

4. Wholesale and Custom Order Coordination

• Track incoming wholesale and bulk order inquiries.
• Maintain records of quotes, deposits, approvals, and production deadlines.
• Follow up with potential customers regarding outstanding quotes.
• Monitor custom order production timelines.
• Keep customer specifications and order details organized.
• Flag orders requiring management attention.

5. Administrative Support

• Manage agents in Claude.
• Organize Google Drive files, spreadsheets, and business documents.
• Maintain operational calendars and deadlines.
• Track important email s and outstanding communications.
• Assist with creating and maintaining standard operating procedures.
• Prepare weekly operational updates.

Required Qualifications

• Previous experience supporting an ecommerce business.
• Hands on experience using Shopify.
• Excellent written and spoken English.
• Strong Google Sheets and Google Workspace skills.
• Knowledgable Claude agent skills.
• Experience using task management software such as ClickUp, Asana, or Trello.
• Strong organizational skills and attention to detail.
• Ability to work independently with minimal supervision.
• Comfortable communicating directly with employees and following up on assignments.
• Reliable internet connection.
• Availability for scheduled overlap with United States Eastern Time business hours.

Preferred Qualifications

• Experience with apparel or fashion e-commerce brands.
• Experience with inventory management and order fulfillment; ShipStation experience preferred.
• Experience coordinating remote teams.
• Experience tracking wholesale or custom product orders.
• Experience communicating with international manufacturers.
• Ability to create operational dashboards and tracking systems.

What We're Looking For

We are looking for someone who takes ownership of their responsibilities.

If an employee has not provided an inventory count, you follow up.

If an order cannot be fulfilled, you document the problem, identify the next step, and track it until resolved.

If a wholesale customer has not responded to a quote, you follow up according to our communication guidelines.

We want someone who keeps operations moving without requiring constant reminders from the business owner.

Work Schedule and Compensation

• 10 to 15 hours per week.
• $7 to $10 USD per hour, depending on experience.
• Flexible remote schedule with required Eastern Time overlap.
• Initial 30-day paid trial.
• Opportunity for increased responsibilities and hours based on performance.

How to Apply

Please include the following in your application:

1. A brief introduction and summary of your ecommerce operations experience.
2. Your specific experience working with Shopify.
3. Examples of inventory, order tracking, or employee task management systems you have managed.
4. A link to a 60 to 90 second video introduction in English.
5. Your desired hourly rate and availability in Eastern Time.
6. Your resume or professional portfolio.

Required Application Question:

You discover five Shopify orders that cannot be fulfilled because inventory is missing. The employee responsible for providing updated inventory counts has not responded to your message.

Explain the steps you would take to resolve the issue while minimizing the business owner's involvement.

Important: Begin your application with the phrase "Hall Pass Operations" to confirm that you have read the entire posting.

Applications that do not follow the instructions may not be considered.