Operations & Admin Assistant – Retail Sales & Merchandising

We're a retail sales and merchandising agency that connects brands with consumers through in-store demonstrations, sampling, and field merchandising across New Zealand supermarkets. We're looking for a reliable, detail-oriented Operations & Admin Assistant to keep our day-to-day bookings and communications running smoothly.

This is a part-time role to start, with potential to grow into more hours as you settle in.

Work Structure & Requirements

• Remote
• Part-time | Monday–Friday, 9 AM–12 PM PH time (15 hours/week), with potential to grow to 4 hours/day
• Must be available during set PH morning hours (aligned to NZT business hours)
• $7 USD/hour

Key Responsibilities

1. Booking & Scheduling

• Book sampling sessions with NZ supermarkets (Woolworths, New World, PAK'nSAVE) via the Inztore platform
• Complete booking forms accurately and submit on time
• Schedule and update merchandising sessions on the platform
• Move/reschedule sessions within promotional periods as needed

2. Platform & Data Management

• Add session notes and keep booking records up to date
• Update store details and load new stores as required
• Keep Trello up to date with rep gear status and safe-in-store passes
• Add new brands and reps onto the platform

3. Inbox & Communications Management

• Manage and forward emails to the right contacts
• Follow up on pending bookings and confirmations
• Respond to rep queries professionally and in a timely manner
• Send reps brand information and objectives ahead of demonstrations

4. Quality Control

• Review flagged rep merchandising and sampling reports
• Send friendly, constructive feedback emails where improvements are needed

5. Advanced Responsibilities (Over Time)

• Add promotions to the client portal
• Identify shelf gaps using images from merchandising reports
• Chase outstanding brand payments
• Prepare monthly brand reports
• Enter bills into Xero

Required Skills & Experience

Administration & Inbox Management

• Proven experience managing a busy inbox and handling admin for a small business
• Strong attention to detail — must read instructions thoroughly before acting
• Ability to follow SOPs and Loom video training independently, without repeated follow-up
• Clear, detailed written communication, including end-of-day reports

Tools & Platforms

• Comfortable picking up new software quickly (Inztore, Compass app, Trello)
• Google Workspace or Microsoft Office proficiency
• Xero experience a plus

Work Style

• Self-starter who takes ownership of tasks and follows through without prompting
• Proactive communicator who flags issues early and documents clearly
• Available Monday–Friday, 9 AM–12 PM PH time

Bonus Points

• Background in FMCG, retail sampling, or merchandising coordination
• Experience supporting field reps or coordinating contractor networks