Operations & Administrative Virtual Assistant

Job Summary: We'd like to hire a highly detail-oriented Operations & Administrative Virtual Assistant to support the daily operations of a growing custom apparel business. The role sits at the hub of order intake, production tracking, and client records, where fabrics, shipments, forms, and invoices move simultaneously and accuracy carries real financial weight. We want someone who works independently, spots problems before they appear, and simply takes care of things. Key Responsibilities: Complete detailed client and production forms with total accuracy

• Assist production workflows from order intake to final delivery
• Monitor incoming and outgoing materials, shipments, and inventory
• Keep the CRM and project boards current with client information, orders, shipments, and production status
• Ensure records across all internal systems are accurate, complete, and up to date
• Input invoices and basic financial data, and follow payments, follow-ups, and outstanding balances
• Run the calendar, book meetings, and keep deadlines on

schedule

• Watch the inbox, draft replies, send reminders, and manage client follow-ups
• Keep team to-do lists in order so nothing slips
• Find workflow gaps and fix issues proactively
• Support e-commerce order updates as needed
• Mandatory Skills: Exceptional attention to detail and the ability to catch errors before they turn expensive
• Solid experience in administrative and operations support
• Strong organizational skills and the ability to handle many moving parts simultaneously
• At ease with data entry and CRM or project-management tools
• Excellent written and verbal English communication skills
• Quick learner with strong common sense and good judgment
• Self-reliant, accurate, and consistent in your work without constant instruction
• Preferred Skills: Experience with Monday.com or a comparable CRM/project-management platform

Quick

• Books Online experience, including invoicing and basic financial data entry
• Background in inventory, order tracking, or logistics coordination
• Knowledge of Shopify order management
• Earlier experience supporting a fashion, apparel, retail, or production-based business
• Experience with US-based businesses
• Ability to run several projects in parallel

Why Join Us: This role offers a genuine growth path. It begins with a deliberately defined scope that we plan to widen for the right person as they show what they can do. None of the work is filler: every form, shipment, and record you handle has a direct effect on production and client satisfaction. We value initiative and ownership, and you'll be trusted to manage your own workflows rather than wait to be told.