Assistant Project Manager

Reports to:
Project Manager - Administrative

Key Interfaces:
Studio Spye, Sales & Marketing, Procurement & Warehouse, Finance & HR, External Vendors

Office Hours:
8:00AM - 4:30PM UTC-6 (9PM - 5:30AM PH Time)

Location:
Remote

Compensation:
PHP70, ,000/month

Role Overview

The Assistant Project Manager - E-commerce Operations manages the operational execution of Donkey Label's diverse business lines, including custom team orders, new product launches, and retail partnerships. This role serves as the critical operational bridge between sales closure and order fulfillment, coordinating cross-departmental activities to ensure seamless project delivery through effective backend operations management.

Primary Responsibilities

Custom Team Orders Management

• Coordinate order placement and manage order windows for custom team projects
• Build and manage team stores in Shopify platform
• Run comprehensive Shopify reports and export data to Excel for analysis
• Create pivot tables to consolidate and organize team order data
• Prepare and share draft purchase orders with vendors to finalize quantities
• Coordinate project timeline communication with customers through Sales & Marketing
• Coordinate with Studio Spye for custom design execution and approval processes
• Manage order fulfillment coordination upon product receipt

E-commerce Product Management

• Create product drafts with names and descriptions in Shopify
• Build products in Shopify following established tax and shipping efficiency rules
• Ensure product builds comply with operational standards and best practices
• Make products live in Shopify when ready for market launch
• Coordinate with Studio Spye for final product photos and marketing copy integration
• Update product specifications including weights and dimensions as needed

Retail Partnership Operations

• Pull comprehensive reporting and build orders for retail partners (Bone Saw, Cuttin Crew, etc.)
• Coordinate order sharing with designated partners and stakeholders
• Coordinate retail partner order status updates through Sales & Marketing
• Support custom design approval processes for retail partnerships
• Coordinate specialized fulfillment requirements for retail orders

Returns Processing Support

• Organize and process returned merchandise documentation
• Coordinate with Procurement & Warehouse for return processing logistics
• Organize fulfillment corrections for online order modifications

Operational Coordination

• Serve as central coordination point between all departments during operational execution
• Manage handoff processes from Sales & Marketing to operational fulfillment
• Coordinate with Procurement & Warehouse for inventory allocation and fulfillment
• Interface with Finance & HR for purchase order processing and vendor payments
• Maintain project documentation and status reporting
• Identify and escalate operational issues to Project Manager - Administrative

Data Management & Reporting

• Generate regular operational reports and performance metrics
• Maintain accurate order tracking and status systems
• Export and analyze sales data for inventory planning and forecasting
• Coordinate quarterly inventory counts and valuations with relevant departments
• Support financial reporting with operational data and transaction details

Required Skills & Experience

Essential Qualifications:

• 2-3 years experience in e-commerce operations, project coordination, or similar role
• Advanced proficiency with Shopify platform administration
• Expert-level Microsoft Excel skills including pivot tables and data analysis
• Strong English communication skills (written and verbal) with clear pronunciation
• Experience with order management and fulfillment processes
• Proven ability to coordinate across multiple departments and stakeholders

Technical Requirements:

• Advanced Shopify administration experience
• Microsoft Office 365 suite proficiency (Excel, Teams, SharePoint)
• Experience with e-commerce platforms and order management systems
• Familiarity with inventory management and fulfillment processes
• Reliable high-speed internet connection
• Professional home office setup for video conferences

Preferred Qualifications:

• Experience in custom product or apparel industry
• Knowledge of wholesale and retail partnership management
• Familiarity with cycling/sports industry
• Project management certification or coursework
• Experience with cross-border e-commerce operations

Success Metrics

Operational Excellence:

• Order processing accuracy and timeline compliance
• Successful handoff completion from Sales to Operations
• Inventory accuracy and discrepancy reduction

Process Efficiency:

• Order cycle time reduction
• Cross-departmental communication effectiveness
• Vendor coordination and PO accuracy
• System utilization and data integrity

Customer Experience:

• Order fulfillment timeliness
• Project timeline communication accuracy and consistency
• Return processing efficiency
• Retail partner satisfaction and repeat business

Team Collaboration:

• Departmental coordination effectiveness
• Issue escalation appropriateness and timeliness
• Process improvement contributions
• Professional development and skill enhancement

Career Development Opportunities

This role provides exposure to comprehensive e-commerce operations, cross-functional project management, and strategic business coordination. The position offers growth opportunities in operations management, business analysis, and potentially advancement to full Project Manager roles within the organization's expanding business portfolio.