Administrative Operations Manager

We are an established international e-commerce company selling health and wellness products in more than 30 countries. We are looking for a highly organized, detail-oriented and proactive Administrative Operations Manager to take ownership of our administrative processes and help keep the business running smoothly. This is not a traditional virtual assistant role. We are looking for someone who takes responsibility, follows up proactively, identifies issues before they become problems, and keeps things moving without constant supervision. Responsibilities • Manage supplier invoices, approvals and payments within Odoo. • Monitor unpaid supplier invoices and ensure payments are completed on time. • Follow up on outstanding administrative issues until they are fully resolved. • Coordinate with accountants and external partners regarding accounting and administrative matters. • Process B2B customer orders. • Create customer invoices and ensure order information is accurate. • Coordinate shipments with our third-party logistics partners (3PLs) in different countries by creating and monitoring shipping orders. • Track shipments and resolve fulfillment issues when necessary. • Follow up on unpaid customer invoices through email and occasional phone calls. • Prepare, submit and follow up on subsidy and grant applications, including regional funding programs. • Maintain accurate data and documentation within Odoo and other business systems. • Identify administrative bottlenecks and propose process improvements. • Create and improve procedures to reduce errors and increase operational efficiency. • Provide proactive updates regarding ongoing administrative, financial and operational matters. • Ensure important deadlines are anticipated and respected.. What We Are Looking For • Excellent written and spoken English. • French is a strong advantage. • Proven experience in administrative operations, office management, executive assistance or business operations. • Experience working with Odoo ERP is a strong advantage. • Strong attention to detail. • High level of personal accountability. • Excellent organizational skills. • Ability to manage multiple priorities simultaneously. • Strong problem-solving skills. • Ability to work independently without waiting for instructions. • Reliable internet connection and professional remote work environment. Important We are not looking for someone who simply executes tasks when asked. We are looking for someone who takes ownership, follows up proactively, identifies problems early and keeps projects moving forward. If your preferred way of working is to wait for instructions before taking action, this position is probably not the right fit. Application Questions Please answer the following questions in your application: Describe a situation where you identified a problem before your manager noticed it. What did you do? Describe a process improvement you implemented in Odoo or another ERP system. How do you make sure that invoices, payments and important administrative tasks never fall through the cracks? Give an example of a project or responsibility that you managed with minimal supervision. Application Process Please apply exclusively through Upwork. Applications sent directly to our company email addresses, website contact forms, LinkedIn inboxes or social media accounts will not be reviewed. To confirm that you have read the entire job description, please start your application with the words: "Ownership matters" Only shortlisted candidates will be contacted.