Role: D2C Back Office Admin (Fashion/Cosmetic)
Priority Location: Philippines
Working Hours: 8 am - 5 pm EST
Type of contract: Independent Contractor
Type of job: Remote
Start date: ASAP
About the Company: Premium women's footwear, handbags, and accessories brand.
About the Role: Make the company easier to run. You will convert conversations into actions, keep deadlines and records visible, coordinate people and suppliers, and close the gaps that cause orders, payments, samples, meetings, or customer commitments to drift.
This is not a reception-only role. It combines office administration, executive support, supplier and logistics coordination, order administration, records, and practical process improvement. You report directly to the Founder.
Key Responsibilities:
- Founder Support: Manage priorities, schedules, tasks, reminders, meetings, and follow-ups.
- Systematization: Build practical systems, templates, trackers, checklists, dashboards, and standard operating procedures (SOPs).
- Supply Chain: Communicate with suppliers (specifically China and global) regarding quotations, samples, production, packaging, quality, shipping, and delivery.
- E-commerce Management: Process and track orders, payments, inventory, fulfillment, returns, refunds, and customer updates.
- Logistics: Coordinate with warehouses, freight forwarders, couriers, and logistics partners.
- Marketing & Admin: Assist with product listings, website updates, social media, newsletters, and research.
- AI Integration: Use AI tools to draft content, create/edit images, and conduct research (must verify all AI output for accuracy).
Qualifications:
- Experience: Strong background in administration, operations, coordination, e-commerce, or executive support within fashion brand or cosmetic brand.
- Proficiency in Shopify, AI image generation, Klaviyo for email marketing, Whatsapp marketing, creator outreach.
- Skills:
- Highly organized, accurate, and reliable.
- Strong communication and follow-up skills (proactive).
- Proficient with spreadsheets, online documents, calendars, task-management systems, and AI tools.
- Ability to learn new software quickly and solve problems independently.
- Comfortable working with international suppliers and across time zones.
- Bonus Skills: Experience with Chinese suppliers, international shipping, Mandarin language skills, or design/marketing/CRM tools.
- Strong spreadsheet, document, calendar, task-management, and file-management skills.
- A concrete example of a complicated project, supplier problem, event, order flow, or executive process you coordinated from start to finish.
First 90 days
First 30 days
- Map all recurring admin, supplier, order, logistics, and founder-support workflows.
- Create one current action register and a reliable filing structure.
- Identify the ten largest recurring failure points or sources of founder follow-up.
- Take ownership of routine scheduling, meeting actions, and agreed supplier or order follow-ups.
Days 31 to 60
- Publish the weekly operating dashboard on the agreed day.
- Document the five highest-volume recurring processes.
- Set response and escalation rules for orders, suppliers, vendors, and internal requests.
- Close overdue records and establish a clean hand-off process with Finance, marketing, and fulfilment.
Days 61 to 90
- Run routine administration and coordination with limited founder intervention.
- Show fewer missed hand-offs, fewer status-chasing messages, and faster exception escalation against the first-month baseline.
- Propose the next three process improvements with effort, cost, and expected benefit.
- Present a 90-day operating review with measures, unresolved risks, and recommendations.
Success Metrics
- Consistent maintenance of orders, suppliers, and projects.
- Information is easily accessible; deadlines are visible; customers receive timely support.
- The founder gains increased focus on growth; the candidate establishes better ways of working rather than just completing tasks.
