Operations & Administrative VA

Job Summary

We are looking for a highly detail-oriented Operations & Administrative Virtual Assistant to support the daily operations of a growing custom apparel business. This role sits at the center of order intake, production tracking, and client records — where fabrics, shipments, forms, and invoices are all in motion at once and accuracy carries real financial weight. We are seeking someone who works independently, spots problems before they surface, and simply handles things.

Key Responsibilities

• Complete detailed client and production forms with full accuracy
• Support production workflows from order intake through final delivery
• Track incoming and outgoing materials, shipments, and inventory
• Update CRM and project boards with client information, orders, shipments, and production status
• Maintain accurate, complete, and current records across all internal systems
• Enter invoices and basic financial data, and track payments, follow-ups, and outstanding balances
• Manage the calendar, schedule meetings, and keep deadlines on track
• Monitor the inbox, draft replies, send reminders, and handle client follow-ups
• Keep team to-do lists organized so nothing falls through
• Identify workflow gaps and resolve issues proactively
• Assist with e-commerce order updates as needed

Mandatory Skills

• Exceptional attention to detail — able to catch errors before they become expensive
• Proven experience in administrative and operations support
• Strong organizational skills with the ability to manage multiple moving parts simultaneously
• Comfortable with data entry and CRM or project-management tools
• Excellent written and verbal English communication skills
• Fast learner with strong common sense and sound judgment
• Reliable, detail-oriented, and able to work independently without constant instruction

Preferred Skills

• Experience with Monday.com or a similar CRM/project-management platform
• QuickBooks Online experience, including invoicing and basic financial data entry
• Background in inventory, order tracking, or logistics coordination
• Familiarity with Shopify order management
• Prior experience supporting a fashion, apparel, retail, or production-based business
• Experience working with US-based businesses
• Ability to manage multiple projects simultaneously

Why Join Us

This is a role with a real growth path — it begins with a defined scope by design, and the intent is to expand it for the right person as they prove capable. You won’t be doing filler work: every form, shipment, and record you touch directly affects production and client satisfaction. We value initiative and ownership, and you’ll be trusted to run your own workflows rather than wait for instructions.

Work Schedule

Monday to Friday, EST Time