E-Commerce & Operations Coordinator (Australia Remote) (AO-14131)

Job Description This is a remote position. ABOUT ACCESS OFFSHORING Access Offshoring specialises in connecting Australian businesses with experienced and qualified professionals based in the Philippines. Our team has extensive experience sourcing offshore talent and helping Australian businesses build and manage effective offshore teams using best-practice processes. ABOUT THE ROLE Our client is a growing creative and product-based business looking for an experienced, highly organised and proactive E-commerce & Operations Coordinator to bring structure to its day-to-day operations. The successful candidate will provide hands-on support to the business owners and help ensure that important information, tasks, timelines and follow-ups are captured, organised and completed. This is more than an administrative role. We are looking for someone who can take unstructured information and turn it into organised, practical systems . You will be responsible for keeping information organised across e-commerce, product development, inventory, suppliers, customers and general business operations. You will also proactively identify gaps, follow up on outstanding actions and help improve processes as the business grows. KEY RESPONSIBILITIES Director & Business Support Provide day-to-day administrative and operational support to business owners. Organise priorities, task lists, deadlines and outstanding actions. Translate conversations, emails and informal communications into clear tasks and follow-ups. Maintain organised records and documentation. Proactively identify missing information, outstanding decisions or tasks requiring follow-up. Help reduce the administrative workload on business owners. Coordinate meetings, schedules, appointments and other business activities as required. Operations & Workflow Coordination Develop and maintain simple, practical systems to keep the business organised. Track projects, production timelines, samples, deliveries and outstanding actions. Convert information from WhatsApp, email and other communications into structured trackers and documentation. Maintain clear records of product development, feedback, pricing and timelines. Monitor deadlines and proactively follow up on outstanding items. Identify operational gaps or potential issues before they become problems. Improve processes and introduce better ways of organising information and workflows. Manufacturing & Supplier Administration Organise and maintain information relating to manufacturers and suppliers. Create and maintain manufacturing timeline trackers based on information provided by the business owners. Track samples, shipments and deliveries, including tracking numbers, expected delivery dates and contents. Maintain records of product feedback, changes and issues for future reference. Identify missing information such as pricing, shipment details, timelines or confirmations and flag these to the relevant stakeholders. Follow up on outstanding supplier-related actions. Note: The role will primarily focus on organising and tracking supplier/manufacturer information rather than directly managing supplier relationships. E-commerce & Shopify Support Maintain accurate product information across the Shopify store. Assist with product listings, pricing, descriptions, images and other online store information. Support product updates, new releases and changes to the online store. Monitor online orders and flag fulfilment or customer issues requiring attention. Maintain accurate online inventory information. Support day-to-day e-commerce administration. Identify opportunities to improve e-commerce processes and workflows. Note: Advanced Shopify expertise is not essential. Training will be provided on specific Shopify processes to the right candidate. Customer & Wholesale Support Assist with customer and wholesale administration. Respond to enquiries professionally and ensure requests are followed through. Maintain organised records of customer and wholesale requirements. Support wholesale orders and related administration. Coordinate internally to ensure customer and wholesale matters are resolved efficiently. Events & Sales Support Assist with the coordination and administration of markets, exhibitions, events and other sales activities. Help organise event requirements, logistics, schedules and materials. Maintain event-related task lists and timelines. Support post-event follow-up and administration where required. Systems & Process Improvement Create simple and practical systems that improve organisation and visibility across the business. Maintain accurate information across relevant business systems and documents. Identify recurring administrative or operational issues and recommend practical solutions. Help organise data and processes in preparation for a potential transition to Odoo . Support process documentation and system administration as the business evolves. Requirements SKILLS & QUALIFICATIONS The ideal candidate will have: 3+ years of experience in operations, virtual assistance, business administration, e-commerce or a similar coordination role. Experience supporting business owners, founders or senior leaders. Strong organisational and time-management skills. Excellent written and verbal English communication skills. Confidence communicating with people across different countries and cultures. Strong attention to detail and excellent follow-through. The ability to manage multiple priorities, deadlines and stakeholders. A proactive approach and the confidence to take ownership without constant direction. Strong problem-solving skills and the ability to identify gaps or potential issues. Experience working with spreadsheets, trackers, task-management tools and business systems. Experience with Shopify or other e-commerce platforms. Experience in retail, fashion, creative, product-based or e-commerce businesses is highly desirable. Experience coordinating inventory, product information, suppliers, manufacturers or orders. Ability to learn new systems and processes quickly. Experience with Odoo, ERP or inventory management systems is advantageous but not essential. THE IDEAL CANDIDATE We are looking for someone who: Takes ownership rather than waiting to be told what to do. Brings structure to chaos and enjoys organising information. Follows things through and ensures tasks do not fall through the cracks. Thinks ahead and flags issues before they become problems. Communicates clearly and confidently , particularly in written English. Works independently while keeping stakeholders informed. Enjoys improving processes rather than simply completing administrative tasks. Is comfortable working in a fast-paced, growing business. Can balance attention to detail with the ability to see the bigger picture. WHY JOIN THIS ROLE? This is an opportunity to play an important role in a growing business by bringing structure, organisation and operational efficiency to its day-to-day activities. Your work will help business owners spend less time managing administrative details and more time focusing on strategy, creativity and business growth . If you are someone who naturally creates order, spots what is missing and enjoys being the person who keeps everything moving, we would love to hear from you. Benefits Here at Access Offshoring, we believe in more than finding our clients the right candidate. We believe in the human perspective. We believe in our candidates and their dreams. We believe in finding the right role for you. We are committed to working for you as much as we work for our clients. Access Offshoring is dedicated to supporting business owners and we need your help. Transforming the way businesses operate, we connect great businesses with amazing offshore talent. We recognize that we often get more done in our own designed workspace, so Access Offshoring offers a complete work from home model. Yep – that’s right, 100% work from home. But wait there’s more. Here are just some of our benefits: Work from Home Allowance HMO for you and a dependent 20 Days Annual Leave AND 5 Days Sick Leave Government Benefits and 13th Month Pay Computer Equipment Opportunities for growth Competitive Salary