Operations VA — Supply Chain & Order Management (Dropshipping)

About Us
We are a fast-growing Swiss eCommerce company operating multiple dropshipping stores in the fashion niche across European markets (Switzerland, Germany, UK and expanding). We work with a network of suppliers via an order management platform (Service Point) and are scaling quickly — which means we need someone who grows with us.

What This Role Is — And What It Is Not:
!!This is not a task-execution role.
!!We are not looking for someone who waits for instructions, checks only what they are told to check, or reports problems only after being asked.
!!We are looking for someone who:

Opens the dashboard every morning and finds problems before we do
!!Logs issues immediately — not after they are solved
!!Contacts suppliers proactively without being reminded
!!Sends a daily update without being asked
!!Brings solutions, not just problems

If you need constant guidance, this role is not for you. If you thrive working independently and take full ownership of your work — read on.

Your Responsibilities:
Daily Order Management

-Review and approve supplier quotations before 7:00 AM CET daily — no exceptions
-Monitor all order statuses every day: Not Quoted, On Hold, Address Errors, Waiting for Tracking, OOS, Alerts, Stuck in Transit, Failed to Deliver
-Follow up with suppliers via Slack proactively — do not wait for issues to escalate
-Log every issue in the Daily Issue Tracker the ---------- nt you see it — not after it is resolved
-Check Shopify unfulfilled orders daily — flag any order without a tracking link after 3+ days immediately

Shopify Management

-Update product variants when OOS is confirmed — delete unavailable variants, re-add when restocked
-Ensure pricing is correct at all times

Supplier Coordination

-Communicate directly with suppliers via Slack for delays, OOS and quality issues
-Escalate to account manager only for technical errors — handle all standard situations independently
-Monitor supplier performance and proactively flag underperforming suppliers

Reporting

-Send a Daily Issue Tracker update to the team after every shift
-Prepare a complete Weekly + Monthly KPI Report every Monday by 7:00 AM CET — including Tracking Delay Rate, Refund Rate, Supplier Scorecard and open issues
-Identify recurring problems and propose process improvements independently

Internal Coordination

-Coordinate with the customer support agent via ClickUp
-Ensure all ClickUp tasks are actioned within 24 hours
-Never contact customers directly — all customer communication goes through CS


Requirements

-Minimum 2-3 years of experience in dropshipping operations or eCommerce order management
-Experience with supplier management platforms or order management dashboards — examples include Service Point (SP), DSers, AutoDS, Zendrop, Oberlo or similar tools. If you have worked with SP directly, please highlight this.
-Experience with Shopify order and product management
-Experience using ClickUp or similar tools (Asana, Trello, Notion) for task management and team coordination
-Strong written English — clear, direct, professional
-Highly organised — able to manage multiple order statuses across multiple stores simultaneously
-Available to complete priority tasks before 7:00 AM CET daily
-Proactive by nature — you spot problems before they are pointed out to you


What Sets You Apart

-Direct experience with Service Point (SP) — big plus
-Experience with Swiss or German market dropshipping stores
-Experience working across multiple stores simultaneously
-Track record of identifying supplier performance issues independently
-You have worked in a role where your manager did NOT check your work daily — and things still ran smoothly


Work Setup

-Part-time — starting approx. 15-20 hours per week, growing as we add stores
-Fully remote
-Must be available before 7:00 AM CET for daily quotation approvals
-Rate: competitive, based on experience


How to Apply
Please include all of the following — applications missing any of these will not be considered:

-Your order management tool experience — which platforms have you used and how did you use them daily? If you have used Service Point specifically, please describe this in detail.
-A real example of a problem you found and solved independently — without being told
-Your dropshipping operations experience — which markets, how many stores, what order volume
-How you structured your daily workflow — what did your morning shift look like?
-Your available hours and earliest start time relative to CET