Operations and Admin Coordinator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Key Responsibilities:

• Inventory Management

• - Supervise inventory processes to ensure accurate stock levels and effective stock rotation.

• - Track stock movement and liaise with suppliers for timely replenishment.

• - Perform regular inventory audits and reconcile physical counts with system records.

• - Update and maintain the inventory management system.

• Reporting & Analytics

• - Create regular reports on stock levels, turnover rates, and order fulfillment.

• - Analyze inventory data to detect trends, forecast demand, and enhance product performance.

• - Generate customized reports on sales outcomes, educational results, and purchasing for management.

• - Offer actionable insights to refine inventory management and forecasting processes.

• Forecasting & Demand Planning

• - Collaborate with sales and operations teams to predict future stock requirements.

• - Utilize sales trends, seasonality, and historical data to guide purchasing decisions.

• Order & Supplier Administration

• - Accurately and efficiently process purchase orders and customer orders.

• - Communicate with suppliers to coordinate deliveries and resolve any discrepancies.

• - Oversee order tracking, shipping schedules, and inventory documentation.

• Executive & Founder Support

• - Manage the founder's inbox by filtering, prioritizing, and flagging items requiring attention.

• - Coordinate calendar scheduling, meeting preparations, and follow-ups for the founder.

• - Draft correspondence, prepare briefing notes, and manage ad hoc administrative tasks.

• - Track action items, deadlines, and priorities across ongoing projects.

• - Arrange travel logistics, including flights and other related needs.

• - As the role evolves, embrace broader operational and strategic support responsibilities.

• Cross-Department Collaboration

• - Collaborate closely with management and the sales & education teams, providing administrative support and highlighting data trends.

• - Assist in process improvements and documentation as the business expands.

⛳️ Requirements

• Required Skills and Qualifications:

• - Minimum of 2–3 years of experience in operations coordination, including inventory management and reporting.

• - Strong proficiency with inventory management software and Excel / Google Sheets — adept at using spreadsheets.

• - Proven experience with AI tools (Claude preferred).

• - Excellent organizational skills with a keen eye for detail.

• - Analytical mindset — enjoys exploring numbers to uncover patterns and areas for improvement.

• - Proactive, solutions-oriented approach — speaks up when a better way is identified.

• - Exceptional written and verbal communication skills in English.

• Nice to Have:

• - Experience in the hair, beauty, or FMCG sectors is highly desirable but not mandatory.

• - Previous experience supporting a founder or senior executive in a PA/EA or operations role is a significant advantage.

🏝️ Benefits

• Competitive salary and performance-based bonuses.

• Opportunities for professional development and growth.

• Flexible working arrangements and a supportive work environment.

• Health and wellness benefits.

• Team-building activities and events.