Offer summary

Qualifications:

3+ years of experience with Shopify and e-commerce product setup., Proficiency with tools like Google Sheets, Google Drive, Notion, Asana, or Airtable., Extremely organized, proactive, and self-directed with an analytical mindset., Confident writer in natural, friendly American English, comfortable managing others..

Key responsibilities:

Create and maintain daily order reports across multiple platforms.

Respond to customer service messages and ensure clear communication.

Set up and manage product listings, ensuring they are SEO-optimized and error-free.

Audit workflows, document processes, and implement automation for efficiency.

Job description

This is a remote position.

Schedule:

36 hours per week
Monday – Friday

2:00am–3:30am PST – Reporting
2:00pm–7:24pm PST – Main work hours

Saturday

2:00am–3:30am PST only – Reporting

About the Role:

We’re looking for a sharp, organized, and self-motivated team member to become the founder’s right hand in day-to-day operations, customer service, product setup, and, most importantly, improving the way we run. You won’t just do tasks, you’ll build the systems that make them better. You’ll be responsible for analyzing how things work today, identifying what’s not working, and taking the lead on implementing clean, scalable solutions.

From managing daily order reports and responding to customers, to setting up new products and streamlining messy workflows, you’ll wear a lot of hats, and we’ll rely on your judgment and initiative to keep things running smoothly. You’ll also oversee and support another VA (who handles artwork file creation), and you’ll have room to grow into a long-term leadership role inside the business.

Key Responsibilities:

Operations & Fulfillment

Create and maintain daily order reports across platforms (Shopify, Etsy, Faire, Chewy, Amazon)
Follow up with customers when customization info is unclear or missing
Collaborate closely with our current VA, ensuring timely handoff and workflow continuity Check the current VA’s work for accuracy and address any errors or training requirements.
Take full ownership of our reporting system, improve clarity, accuracy, and automation wherever possible

Product & Listing Management

Set up and manage product listings across all sales platforms.
Ensure listings are visually clean, SEO-optimized, and free of errors Manage variant images, metadata, tags, and backend setup consistency
Support launch coordination by preparing listings in advance of drops

Vendor & Inventory Support

Track supplier quotes, invoices, and lead times
Maintain and organize product spec sheets
Help with reordering logic and keeping product info clean and current

Customer Experience (Email & Support)

Respond to customer service messages across platforms (excluding social media)
Write in warm, clear, conversational American English, no templated or robotic replies
Solve problems proactively, follow up on open issues, and communicate with kindness and confidence
Maintain and improve a library of response templates and service SOPs

Process Building, Automation & Documentation

Audit current workflows and identify areas for improvement
Document new processes with clear SOPs, Loom videos, and visuals
Set up and test automations using Zapier, Make, AI tools, etc.
Organize Google Drive folders, naming conventions, and file structure
Proactively clean up and streamline anything chaotic, redundant, or outdated

Project Coordination & Business Support

Maintain calendars for launches, promos, campaigns, and content drops
Track internal deadlines and follow up with relevant team members
Take ownership of small operational projects and see them through to completion
Prepare reports on process bottlenecks, customer trends, or recurring issues with proposed improvements

Qualifications:

3+ experience with Shopify and e-commerce product setup
Proficiency with tools like Google Sheets, Google Drive, Notion, Asana, or Airtable
Extremely organized, proactive, and self-directed
Confident writer in natural, friendly American English
Comfortable managing others and giving constructive feedback
Analytical mindset, always looking for ways to streamline or improve
Tech-savvy, comfortable using automation tools, troubleshooting small issues, and experimenting with new tools
Excited to grow with a small business and take on more responsibility overtime