Responsibilities
- Coordinate with external warehouses regarding shipments and required documentation
- Prepare and generate invoices using Xero
- Ensure all shipping and compliance documents are complete and properly organized
- Update and maintain pricing lists based on sales input
- Maintain inventory tracking files and ensure accuracy
- Facilitate smooth order flow from warehouse to customer
- Monitor accounts receivable and payable (no accounting required)
- Track paid and unpaid invoices
- Send follow-ups or reminders for overdue payments
- Monitor supplier payment timelines and flag issues internally
- Maintain clear visibility of financial status across orders
- Conduct product sourcing on Alibaba based on provided specifications
- Identify and shortlist suppliers (10–30 per request as needed)
- Collect quotations, product specs, and supplier details
- Organize sourcing data clearly in Google Drive or internal systems
- Assist with follow-ups and second-round supplier communication
- Track and follow up on after-sales tickets or issues
- Coordinate internally to ensure timely resolution
- Maintain organized records of customer concerns and outcomes
- Organize and maintain company data and documentation
- Create, update, and refine Standard Operating Procedures (SOPs)
- Structure workflows and improve internal organization systems
- Assist in cleaning up and managing internal databases (e.g., Airtable, Drive)
- Provide general administrative support across teams
Requirements
- 4+ years experience in administrative, operations, or business support roles
- Strong organizational and multitasking abilities
- Excellent written English communication skills
- Proactive mindset with strong problem-solving ability
- Comfortable handling unfamiliar tasks and figuring things out independently
- High attention to detail and process-oriented thinking
Nice to Have
- Experience with tools like Xero, Google Workspace, Airtable, or similar is a plus
- Experience with logistics, invoicing, or sourcing is a plus (not required)
Benefits
- Competitive rates
- Weekly payments
- Various open roles are available
- Free training and upskilling
- Constant support and guidance
- A vibrant community always ready to support you
- And more!
Team
Reports to: To Be Determined
