Retail Operations Assistant

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

📋 Description

• Provide assistance for the daily operations of independent grocery stores located in Montana.

• Support vendor follow-up, reporting, and invoicing activities.

• Aid in maintaining precise product information and pricing.

• Organize customer inquiries, special orders, and follow-up tasks related to the store.

• Document operational processes and assist in managing project timelines.

⛳️ Requirements

• **Key Responsibilities:**

• Aid in maintaining accurate product information, pricing, UPCs, descriptions, pack sizes, and vendor data.

• Assist with updates to the pricebook, cleanup of POS products, and organization of product data.

• Review invoices to identify cost changes, pricing discrepancies, margin risks, and missing product details.

• Track vendor price adjustments and summarize items needing owner review.

• Accurately enter invoice and product data into spreadsheets or approved systems.

• When necessary, compare invoice costs to retail pricing and flag low-margin items.

• Assist in identifying duplicate products, incorrect UPCs, missing pack sizes, and incomplete product records.

• Prepare and maintain reports on product, pricing, inventory, and store operations using Google Sheets or similar tools.

• Support the preparation of price tags, spreadsheet cleanup, and maintenance of organized product lists.

• Manage email correspondence, vendor follow-ups, and internal operational updates.

• Draft professional emails, summaries, reports, and follow-up notes for ownership review.

• Track pending approvals, open questions, and vendor-related action items.

• Organize customer requests, special orders, and follow-up tasks related to the store.

• When necessary, manage calendars, reminders, meetings, notes, and operational action items.

• Maintain well-organized Google Drive folders, spreadsheets, files, and shared documents.

• Assist with project timelines and task management using ClickUp, Trello, Asana, Google Sheets, or similar tools.

• Document recurring operational processes into clear SOPs and checklists.

• Assist with scheduling social media posts, local store promotions, sales flyers, and community updates.

• Support simple email campaigns, promotional tracking, and content organization.

• Help ensure messaging aligns with a community-focused grocery brand.

• Handle confidential business information, pricing data, invoices, and customer/vendor records with discretion.

• Seek clarification and ask questions when needed rather than making assumptions.

• Provide general administrative and operational support to ownership and store leadership as necessary.

• **Qualifications & Skills:**

• A minimum of 2 years of experience as a Virtual Assistant, Administrative Assistant, Retail Assistant, Data Entry Specialist, or Operations Support Specialist.

• Strong verbal and written communication skills in English.

• Excellent attention to detail and accuracy, particularly with numbers and data.

• Proficient in Google Workspace (Sheets, Docs, Drive, Gmail, Calendar).

• Comfortable working with spreadsheets, invoices, product lists, and organized operational data.

• Experience with grocery stores, convenience stores, hardware stores, retail operations, inventory systems, POS systems, or pricebooks is highly preferred.

• Familiarity with project management and collaboration tools such as ClickUp, Asana, Trello, Slack, or similar platforms.

• Ability to work independently and manage multiple priorities in a remote setting.

• Strong organizational, analytical, and problem-solving abilities.

• Comfortable documenting workflows, creating checklists, and enhancing processes over time.

• Trustworthy with confidential business and operational information.

• Familiarity with AI tools such as ChatGPT, Claude, or automation platforms is an advantage.

🏝️ Benefits

• Opportunity to make a contribution to a growing business by improving efficiency and client experience.

• Supportive and collaborative work environment.

• Paid training.

• Work from home.

• **Schedule:**

• 20 hours per week.

• Monday to Friday.

• Night shift - PH time.