Operations Assistant

Position Overview

We are seeking a highly organized, detail-oriented Operations Assistant to support day-to-day activities across multiple departments. This role is central to keeping our business running smoothly—managing shared inboxes, routing communications to the correct teams, and ensuring timely follow-up and resolution.

The Operations Assistant will handle a wide range of administrative tasks including data entry, documentation management, basic bookkeeping, vendor coordination, and support with logistics or project-based assignments. This is a hands-on, fast-paced role ideal for someone who enjoys variety, takes initiative, and thrives on keeping systems and information accurate and up to date.

Key Responsibilities

- Assist with daily operational tasks to ensure smooth business workflow across departments.

- Monitor incoming communications, provide timely responses to customer inquiries, route requests to the appropriate teams, follow up on outstanding items, and escalate issues when necessary.

- Manage, organize, and update records, files, and documentation within internal systems, spreadsheets, and shared drives.

- Support basic bookkeeping activities in QuickBooks, including invoicing, data entry, and expense organization.

- Coordinate small logistics or delivery-related tasks such as monitoring production or order statuses.

- Communicate effectively and proactively with internal and external teams to follow up on deadlines, deliverables, and ongoing projects.

- Identify process gaps or inefficiencies and help suggest or implement improvements.

- Interpret and execute tasks even when instructions are ambiguous, asking questions when needed and taking initiative to fill in gaps.

- Provide general administrative support and assist with ad hoc projects as assigned.

Qualifications

- Education: High school diploma or equivalent required. Associate’s degree in business administration, accounting, finance, operations or related field preferred.

- Experience: 1-2 years of experience in administrative support, operations, bookkeeping or office coordination preferred (internships or office experience acceptable)

- Communicator: Reads and interprets emails accurately, and communicates clearly and professionally in a business setting with teams and vendors.

- Proactive & Resourceful: Self-motivated individual who takes initiative, identifies gaps and issues, and comfortable working independently with minimal guidance.

- Situational Judgement: Quickly assesses situations, makes sound decisions, recognizes priorities, and takes appropriate actions to keep workflows on track.

- Spreadsheet & Systems Savvy: Strong proficiency with spreadsheets (Excel, Google Sheets) and comfortable using QuickBooks, CRMs, and other business systems.

- Detail-Oriented & Organized: Meticulous attention to detail and ability to stay organized while managing multiple tasks and priorities across departments.

Nice to Have:

- Experience with light bookkeeping, invoice processing, or vendor management.

- Knowledge of logistics, supply chain, or manufacturing processes.

- Comfortable working in a family-office environment where priorities can shift and projects may vary.

- Bilingual in Cantonese, Mandarin, or Spanish is a plus.

Pay: $24.00 - $34.00 per hour

Expected hours: 30.0 – 40.0 per week

Benefits:

- 401(k)

- Paid time off

Application Question(s):

- Do you have experience reading, responding to, and managing professional emails as part of your daily work?

Education:

- Associate (Preferred)

Experience:

- Administrative: 1 year (Required)

- Bookkeeping: 1 year (Preferred)

Language:

- Mandarin (Preferred)

Work Location: In person