Offshore Admin Assistant

Role Overview

We are seeking a detail-oriented and proactive Offshore Admin Assistant to support retail operations across buying, accounts, product management, and administration. This role will be responsible for accurate data entry, financial administration, and smooth product setup across various systems, including POS/ERP, accounting software, and e-commerce platforms.

The ideal candidate will have strong attention to detail, analytical thinking, and excellent communication skills to effectively coordinate with suppliers, management, and internal teams.

Key ResponsibilitiesRetail & Buying Administration

• Create products and purchase orders in retail systems based on order forms from multiple sources (line sheets, buying platforms, etc.).
• Ensure accuracy of cost prices, retail prices, and margin calculations.
• Support replenishment orders by monitoring and reordering fast-selling stock.
• Manage buying-related tasks such as price changes, markdowns, promotions, and product updates.

Accounts & Finance Administration

• Monitor inboxes to ensure supplier invoices are processed promptly.
• Enter supplier invoices into accounting software and ensure suppliers are set up correctly.
• Reconcile transactions to bank statements and ensure accurate coding.
• Manage stock prepayments and reconcile supplier invoices with system integrations.
• Assist with GST returns, banking reconciliations, and payroll administration tasks.

E-Commerce & Shopify Support

• Load products into e-commerce platforms, including images, descriptions, and correct categorisation.
• Source and edit product images to meet quality standards.
• Support online merchandising and product availability through accurate data entry.
• Perform basic administration tasks to keep e-commerce platforms updated.

General Administrative Support

• Provide day-to-day administrative assistance across accounts, buying, and retail operations.
• Communicate with staff and suppliers to clarify product, pricing, or invoicing details.
• Assist with ad hoc administrative projects as required.

Experience & Background

• Prior experience in administrative support, accounts administration, or e-commerce operations (retail/fashion industry preferred).
• Familiarity with accounting software, e-commerce platforms, or retail POS/ERP systems.
• Experience with invoice entry, reconciliations, and basic accounting principles.
• Exposure to product data entry, order management, or merchandising tasks is advantageous.

Skills & Competencies

• Attention to Detail: High accuracy in data entry, numbers, and product/price setups.
• Analytical Skills: Ability to review margins, identify discrepancies, and reconcile accounts.
• Organisational Skills: Strong ability to manage workload, prioritise tasks, and meet deadlines.
• Communication: Clear written and verbal English skills to liaise with suppliers and management.

Technical Skills:

• Proficiency in Excel/Google Sheets (vlookups, formulas, data entry).
• Comfortable learning new software systems and integrations.
• Basic image handling (sourcing, uploading, formatting for e-commerce platforms).

Financial Acumen: Understanding of cost vs retail price, margins, and reconciliations.

Proactive Mindset: Ability to identify issues, suggest solutions, and work independently.

Personal Attributes

• Reliable, trustworthy, and able to handle confidential financial and payroll data.
• Flexible and adaptable to changing business needs.
• Strong problem-solver with a positive, can-do attitude.
• Interest in retail, fashion, or e-commerce is a plus.

Job Types: Full-time, Permanent

Pay: Php40, Php55,000.00 per month

Benefits:

• Work from home

Experience:

• Shopify: 2 years (Required)
• Xero: 2 years (Required)
• Calendar Management: 2 years (Required)
• Inbox Management: 2 years (Required)
• ERP systems: 1 year (Required)

Work Location: Remote