LOCAL REMOTE POSITION: This position is remote; however, applicants must reside within approximately 25 miles of Port Charlotte, Florida due to occasional in-person meetings, interviews, training, and other business needs.
Position Summary: The Operations Assistant is responsible for managing the operational foundation of a growing organization. This position oversees supplier relationships, pricing support, order processing, production management, profitability tracking, and the systems that allow our sales team to focus on building customer relationships.
The Operations Assistant ensures that every order is priced correctly, maintains company profitability goals, is processed accurately, and is delivered with exceptional service.
Primary Responsibilities
· Vendor & Supplier Management
· Develop and maintain strong relationships with supplier partners
· Understand supplier capabilities, product categories, pricing programs, and production requirements
· Source products and identify the best vendor options based on quality, pricing, timelines, and customer needs
· Negotiate pricing opportunities when appropriate
· Maintain preferred supplier relationships
Pricing & Margin Management
· Work with the sales team to provide accurate product pricing
· Maintain company gross profit targets
· Ensure orders meet profitability guidelines before customer presentation
· Review vendor costs, decoration charges, freight, setup fees, and special pricing opportunities
· Help identify products that provide customers strong value while maintaining company margins
Order & Production Management
· Take ownership of orders after customer approval
· Create and manage vendor purchase orders
· Coordinate artwork, proofs, approvals, and production timelines
· Monitor shipping schedules and delivery commitments
· Resolve production issues and vendor challenges
QuickBooks & Financial Operations
· Manage purchase orders and vendor bills
· Verify order costs and profitability
· Match supplier invoices to completed projects
· Maintain accurate financial records
· Provide reporting on sales, margins, and vendor performance
HubSpot & Operational Systems
· Manage the transition of approved opportunities into production
· Maintain accurate production status updates
· Ensure project details, timelines, and communication history are documented
· Build scalable systems as the company grows
Process & Growth Leadership
· Develop repeatable processes for growth
· Improve operational efficiency
· Train future operations support team members
· Help create a company structure capable of supporting significant growth
Ideal Candidate
· Highly organized and detail-oriented
· Strong with numbers, pricing, and problem solving
· Comfortable working with vendors and negotiating solutions
· Experience in school administration, purchasing, bookkeeping, or office management is a plus
· Willing to learn industry-specific products and supplier systems
· Takes ownership and enjoys building efficient processes
Future Growth
This position begins as operational support but is designed to grow into a leadership role managing the systems, supplier relationships, profitability, and daily operations of the company.