About the job

Hiring company: Deskwork (recruiting on behalf of a client)

Location: Remote — Philippines

Employment type: Part-time, 20 hours per week

Schedule: Monday to Friday, 6:00am PH time onwards (negotiable)

Reports to: Client's General Manager

We are hiring this role on behalf of one of our clients: a growing New Zealand ecommerce and consumer goods company selling online, to wholesale customers and through major retailers. You will work directly with their leadership team as part of their day-to-day operation.

About the role

This is an operations role. You will keep the recurring admin, order and reporting work running accurately and on time so the leadership team can focus on growing the business.

You will start by learning and running the existing manual processes across inboxes, spreadsheets, ecommerce and inventory systems, and retailer portals. From there, you will document how each process actually works so it can be improved and, where it makes sense, automated.

You do not need to be a developer. You are not expected to build automations from scratch. What matters is that you execute reliably, catch problems early, document clearly, and manage new workflows once they go live.

What you will do

Daily operations

• Monitor shared inboxes, operational channels and retailer portals at set times each day
• Maintain one prioritised task and follow-up register for the leadership team
• Prepare dispatch manifests, invoices and purchase order documents
• Spot order, delivery and stock exceptions and escalate them with the right information
• Chase outstanding actions with suppliers, customers and internal team members
• Send a short end-of-shift update: work completed, outstanding items, exceptions, decisions needed

Orders and product data

• Check order and dispatch information for accuracy before it is released
• Check product information, pricing, availability and promotions on Shopify and other platforms
• Compare SKUs, product names, pack sizes and barcodes across systems and source documents
• Keep digital records, folders, templates and checklists tidy and current

Inventory and purchasing

• Maintain a current view of stock on hand across locations
• Flag low-stock, out-of-stock and overstock situations before they become problems
• Support reorder points using sales velocity, lead times and planned activity
• Prepare purchase orders in Xero, move them through approval, and issue only once authorised
• Track open purchase orders, follow up delivery dates and flag stock variances

Reporting

• Maintain a consolidated sales view across ecommerce, wholesale and retail channels
• Prepare sales trend, product performance and forecasting reports using agreed templates
• Report account-level performance and flag unusual changes
• Run the reporting rhythm: daily dispatch and stock alerts, weekly sales updates, monthly performance reviews
• Check every report for missing data, duplicates and inconsistencies before sharing it

Documentation and AI-enabled improvement

• Document each recurring process as it is actually performed — inputs, steps, decisions, outputs, exceptions
• Identify repetitive, rules-based work that could be automated and explain it clearly to the automation engineer
• Help test new dashboards, alerts and automated workflows
• Operate approved automations once live, monitor failures and manage exceptions
• Never assume an automated result is correct where stock, money, customers or suppliers are involved — check it

What we are looking for

Essential

• At least 3 years in operations, ecommerce administration, executive support or a similar detail-heavy role
• Excellent written and spoken English
• Strong Google Sheets or Excel skills — formulas, lookups, filters, pivots, structured reporting
• Proven ability to manage recurring tasks and deadlines without close supervision
• Very strong attention to detail and a habit of checking work before releasing it
• Comfortable working across multiple systems and learning new software
• Practical confidence using AI tools, and the judgement to verify their output
• A reliable computer, stable internet, private workspace and a backup plan for power or connectivity

Nice to have

• Experience in FMCG, food and beverage, ecommerce, retail, warehousing or distribution
• Experience with Shopify, Xero, Unleashed, Upstock or retailer ordering portals
• Experience with Looker Studio, Power BI or similar reporting tools
• Experience working directly with a founder or in a small, fast-moving business
• Experience writing SOPs or supporting the rollout of new systems

Who does well here

You are a doer. You like finishing work and closing loops. You are fine with repetitive but important tasks and still do them carefully every time. You notice when numbers, names or dates do not match, and you investigate instead of ignoring it. You can take requests from several people and prioritise sensibly. You ask clear questions when something is genuinely unclear, and you flag risks early.

This role is not for you if you want a purely technical automation job, dislike recurring operational work, or prefer to wait for detailed instructions before taking the next obvious step.

What success looks like

First 30 days — Learn the business, products, systems and deadlines. Complete daily tasks accurately using existing checklists. Start documenting recurring workflows.

By 60 days — Run the core daily and weekly rhythm with limited prompting. Produce accurate reports and flag exceptions early.

By 90 days — Own the recurring workload without anyone chasing you. Give the leadership team clear daily visibility of what is done, what is outstanding and what needs a decision.

What we offer

• Long-term, stable role with a growing New Zealand business
• Part-time hours with a genuine morning schedule — your afternoons are your own
• Performance and scope review at 3 months
• Real exposure to AI and automation in a live business
• Room to grow as the business grows
• Full support from the Deskwork team throughout your employment

Deskwork is an equal opportunity employer. We welcome applications from all qualified candidates and select on skills, experience and demonstrated capability.