Operations & Finance Assistant

Employment Type: Full-Time (40 hours/week)
Schedule: Monday to Friday | 8:00 AM – 5:00 PM
Location: Remote / Work from Home (WFH)
Start Date: Immediate / ASAP

Job Overview
We are seeking an organized, detail-oriented, and proactive Operations & Finance Assistant to support our daily business operations and financial processes. This is a critical role within the company. In this position, you will handle bookkeeping duties, manage key operational trackers, manage overseas supplier communication, ensure timely follow-ups on payables and receivables, and provide general operational support.

Key Responsibilities
1. Financial & Bookkeeping Tasks
Maintain accurate financial records and perform day-to-day bookkeeping using Xero.
Perform monthly bank reconciliations to ensure accuracy across all accounts.
Assist with Accounts Payable (A/P) and Accounts Receivable (A/R) management and follow-ups.
Monitor A/P deadlines closely in coordination with the Operations Manager to ensure timely payments.
Handle collection follow-ups with B2B customers to maintain healthy cash flow.
Organize and maintain digital filings of receipts, bank statements, and tax forms (W-9s).

2. Operational Support & Vendor Coordination
Maintain and keep multiple operational trackers up to date, including the Product Masterlist and Purchase Order (PO) Tracker.
Assist the Operations Manager and broader Operations team with ad-hoc administrative tasks as needed.
Respond to customer emails via Richpanel (a light volume of up to 7 tickets per day).

Key Selection Criteria
Strong attention to detail and accuracy with data entry.
Organized and reliable, with the ability to keep multiple trackers and statuses up to date.
Comfortable learning and working across multiple software platforms.
Experience using tools like Google Sheets and Microsoft Excel.
Comfortable working full-time.

IMPORTANT: IF YOU DO NOT MEET ALL OF THE ABOVE CRITERIA, DO NOT APPLY.
Qualifications & Requirements

Education: Must be a graduate of Accountancy / BS Accounting (Non-negotiable).
Experience: Proven experience in bookkeeping, accounting support, or operations. Experience working with overseas manufacturers is required.

Software Proficiency: Hands-on experience with Xero accounting software is preferred. Proficiency in Google Sheets / Excel is required.
Communication: Strong written and verbal communication skills, especially for B2B collection follow-ups and clear, reliable team updates.
Work Style: Able to work independently without constant supervision, highly organized, takes initiative, and follows up reliably.
Schedule & Availability: Must be available to work remotely Monday through Friday, 8:00 AM – 5:00 PM.
Technical Setup: Reliable high-speed internet connection, a working webcam, and a dedicated workspace.

Application Process
- Please put "Operations & Finance Assistant Role" in the subject line of your application.
Submit the following:
- Your updated Resume.
- A SHORT, CUSTOM cover letter explaining why you are a strong fit with specific examples of relevant work experience (3–4 sentences max).
- A screenshot of your internet speed test.

STRICT APPLICATION RULE:
IF YOU SEND A GENERIC OR COPY-PASTED COVER LETTER OR MESSAGE, YOUR APPLICATION WILL BE DISCARDED IMMEDIATELY. NO AI-GENERATED COVER LETTERS. WE ARE LOOKING FOR SOMETHING SHORT AND GENUINE TELLING US WHY YOU SHOULD GET THIS JOB.

We are looking for detail-oriented, serious applicants only. If we like your application, we will reach out with a link to schedule an interview. We are looking to hire for this position NOW for an immediate start.