Senior eCommerce Operations & Inventory VA

Overview

We are a fast-growing DTC eCommerce brand looking to hire a top-tier Philippine Virtual Assistant to own our daily financial visibility, monthly OPEX tracking, and inventory forecasting across multiple warehouses and lead times.

This role is not administrative. We are looking for someone analytical, structured, and obsessive about numbers—especially stock levels and cash flow. If inventory gaps, over-ordering, or blind spots in costs stress you out, you will thrive here.

Key Responsibilities
1. Daily P/L & Financial Visibility

Maintain a daily Profit & Loss tracker

Update revenue, COGS, ad spend, fulfillment, refunds, and key variable costs

Flag abnormal movements or margin erosion proactively

Ensure numbers are clean, consistent, and decision-ready for leadership

2. Monthly OPEX Tracking & Analysis

Track monthly operating expenses by category

Produce month-on-month variance analysis (absolute + %)

Highlight cost creep, anomalies, and opportunities for optimization

Maintain a structured OPEX dashboard (Google Sheets or equivalent)

3. Inventory Forecasting & Stock Control (CRITICAL)

Own stock forecasting across:

Multiple SKUs

Multiple warehouses

Different supplier lead times

Track:

Days of inventory on hand

Incoming POs

Sell-through rates

Flag:

Potential stockouts (well in advance)

Over-stock risks

Work closely with leadership to support reorder decisions

Maintain clean, reliable inventory models—no guesswork

What “A-Player” Means to Us

You are someone who:

Is extremely organized and detail-oriented

Double-checks numbers and assumptions

Thinks in systems, not tasks

Proactively raises issues before they become problems

Treats inventory like cash (because it is)

Required Experience & Skills

2+ years experience supporting eCommerce brands (DTC preferred)

Proven experience with:

Inventory tracking & forecasting

Financial reporting (P/L, OPEX, COGS)

Strong proficiency in:

Google Sheets / Excel (formulas, lookups, structured models)

Comfortable working with:

Shopify (or similar platforms)

3PL or multi-warehouse inventory setups

Excellent written English

PH-based with stable internet and availability during business hours

Nice to Have (Strong Advantage)

Experience working with US / EU DTC brands

Familiarity with:

Inventory planning formulas (sell-through, safety stock, lead time buffers)

Tools like NetSuite, QuickBooks, Xero, Inventory Planner, or similar

Background in operations, supply chain, or finance

KPIs for Success

Zero surprise stockouts

Clean, accurate daily P/L updates

Clear month-on-month OPEX insights

Leadership always knows:

Where cash is going

Where inventory stands

What actions need to be taken

Compensation

Competitive PH VA rate

Long-term role for the right person

Opportunity to grow into a Head of Ops / Inventory Lead role

How to Apply

In your application, please include:

A brief overview of your eCommerce experience

Examples of inventory or financial tracking you’ve handled

One situation where you prevented a stockout or operational issue through forecasting or analysis