E-commerce Operations Assistant

E-commerce Operations Assistant (Shopify, Logistics, Excel, Google Sheets, Chat, Email)

Work is structured around deliverables including processing purchase orders, order processing, updating spreadsheets, handling customer inquiries, website maintenance, and back-office operations.

Availability required during United States Eastern business hours (8:00 AM to 5:00 PM ET) with a one-hour break taken during the day.

Pay Range: $800 to $1,100 per month based on applicant's experience, skill set and English proficiency. Contractors will be paid monthly via international bank transfer from the United States.

About Us:

We have been in business for over 10 years and operate a variety of eCommerce Shopify sites including Sun Tanning Store. We remain a growing eCommerce retailer specializing in retail and commercial tanning, wellness equipment, spray tanning and salon supplies.

We also maintain a member loyalty program that allows spray tanning businesses to earn redeemable points on their solution orders and access deep discount codes that can be applied to orders to buy at wholesale price levels.

Our diverse catalog of over 2,000 products includes high-ticket tanning beds, booths, red light therapy systems, tanning lamps, tanning bed acrylic, spray tanning equipment, tanning solutions, salon accessories and replacement parts.

Because we deal with technical products and complex parts matching, we are looking for a sharp, meticulous, and reliable "all around" Operations Assistant to help run our back-office operations with our current team of staff.

What You Will Do (Key Responsibilities):

1. ⁠Logistics & Order Fulfillment: Monitor incoming orders on Shopify and submit completed Purchase Orders (POs) to our various manufacturers and vendors using email. Send template follow-up emails to customers notifying them of estimated shipping times and shipment inspection requirements.
2. ⁠Tracking Management: Retrieve tracking numbers and freight details from vendors, upload them accurately to Shopify, and trigger customer fulfillment notifications.
3. ⁠Data — Excel and Google Sheets Maintenance: Help maintain our master order tracking spreadsheets. You will log shipment tracking details and update order processing spreadsheets that include revenue, product cost, shipping costs, taxes, bank transaction processing fees, or discounts given to record precise product cost basis for assisting with our tax preparation.
4. ⁠Basic Website Management: Perform website updates and text adjustments in Shopify (we will provide step-by-step instructions or video training for this).
5. ⁠Vendor Communications: Help manage our operations inbox to handle basic administrative emails, vendor follow-ups, and backorder tracking. Note: This is a back-office role and you will not be speaking directly with customers on the phone. You will coordinate with other English-speaking staff to process emails within your capability.
6. ⁠Other back-office administrative support to help the business as needed and within your skill sets and capabilities.

Requirements & Skills:

1. ⁠Comfort navigating the Shopify backend (checking orders, processing partial/full fulfillments, updating product pages). Strong Excel/Google Sheets skills: you must be highly comfortable working with basic formulas, inputting numerical data accurately, calculating profit margins, and maintaining pristine spreadsheet organization.
2. ⁠Great attention to detail: correctly communicating Purchase Orders and identifying matching replacement parts (like acrylics or lamps) for specific tanning bed models requires accuracy and precision. Single-digit typos can cause many issues including highly expensive freight errors, angry customers, or payment chargebacks.
3. ⁠Communication: very good written English for professional email correspondence with US-based suppliers and vendors.
4. ⁠Tech stack: reliable, high-speed internet connection with a backup power solution (UPS/generator) in case of local power interruptions.
5.) Self motivated and able to work independently without direct supervision, while staying communicative and coordinating closely with virtual team members.
6.) You’ll provide a copy of your Philippines ID, complete a W-8BEN, sign an NDA and pass a background check before hiring.

What We Offer:

1. ⁠Fun, stable company in business since 2011 with room to grow as we scale operations.
2. ⁠Reliable, on-time monthly payments via international bank transfer.
3. Comprehensive in person and online and screen-recorded training (SOPs) and direct, supportive management.
4. ⁠Lenovo ThinkPad L14 Gen 7 laptop computer provided for use when conducting work for Meridian Shops LLC operating as Sun Tanning Store and other company owned websites. Please return the laptop and its original components when the contract ends.
5. ⁠Fully paid training trip to Manila — one to two weeks, transportation, hotel and meals covered, with hands-on training on the laptop we provide. Optional training stipend.

Hiring Process:

1. ⁠Resume review — we narrow applicants to a shortlist.
2. ⁠Online video interview, about 30-45 minutes.
3. ⁠Optional second interview of select candidates.
4. ⁠Final decision and contract offer made before we travel.
5. ⁠Paid onboarding 4-9 days in Manila (Makati) — four to five days of hands-on training, Tuesday through Friday, with an optional weekend dinner on Saturday if we extend to two weeks for advanced training. Hotel accommodations will be provided with transportation and meals covered (Details provided with the contract offer).

How to Apply:

To apply, please reply with your resume and a brief introduction including your pay requirements. To prove you have read this entire post and possess the attention to detail we need, please start your cover letter with the exact phrase: “Hello Steve, I am ready to help the Sun Tanning Store grow!” Applications without this phrase will be automatically filtered and removed from our hiring process. Thank you for your consideration.