Vendor, Invoice & Inventory Operations Assistant

We are looking for a detail-oriented Operations Assistant to support supplier coordination, invoice record management, inventory information, and recurring back-office processes for a growing retail business. This is not a bookkeeping, accounting, payroll, or QuickBooks position. You will not prepare financial statements, run payroll, or make accounting decisions. The role focuses on collecting, entering, comparing, and verifying information across supplier invoices, internal trackers, POS records, inventory databases, and other business systems. You must be comfortable investigating missing information, following up with suppliers or team members, and ensuring records are complete and accurate. This is an ongoing fixed-shift position, not a flexible task-based assignment. You must remain available and responsive throughout your scheduled working hours.
 Schedule: 11:00 AM–6:30 PM Eastern Time, 5–6 days per week.
 Availability: You must be available to be scheduled on any day of the week, including weekends. Starting Rate: $3.00–$3.50 per hour during the initial 90-day trial period, depending on experience. The rate will be reviewed after the trial based on performance, reliability, accuracy, responsiveness, and overall fit, with the opportunity for an increase. 
 Key Responsibilities * Review supplier invoices, quotations, confirmations, and supporting documents for completeness and accuracy. * Enter and update invoice, supplier, inventory, and product information across internal trackers and business systems. * Compare information between supplier documents, POS records, spreadsheets, inventory databases, and internal platforms. * Monitor pending supplier invoices, confirmations, documentation, and product information. * Follow up with suppliers and internal team members until missing information or documentation is received. * Verify product costs, quantities, weights, certificates, stone details, vendor information, and transaction status. * Compare inventory and product records against documents, images, certificates, and system data. * Identify mismatches, missing documentation, duplicate entries, incorrect information, and incomplete records. * Maintain accurate Google Sheets or Excel trackers. * Complete assigned quality checks and rechecks before considering a task finished. * Prepare recurring reports and daily updates on completed work, discrepancies, pending information, and unresolved items. * Communicate discrepancies clearly and include the relevant documents, screenshots, or supporting information. * Escalate unresolved issues or situations requiring management approval. * Follow established procedures, checklists, and recurring deadlines. 
 Requirements: * Previous experience in administrative support, back-office operations, data entry, inventory management, order processing, supplier coordination, or record verification. * Strong Google Sheets or Excel skills. * Exceptional attention to detail and ability to work accurately with repetitive information. * Ability to compare information across multiple systems and identify inconsistencies. * Experience maintaining invoices, supplier records, inventory information, product data, or internal trackers. * Strong written English and professional follow-up skills. * Ability to investigate missing or inconsistent information instead of simply recording what is provided. * Reliable communication and responsiveness during scheduled working hours. * Ability to follow detailed procedures and complete required quality checks. * Ability to work independently and manage recurring daily and weekly deadlines. * Reliable internet connection and a backup plan for internet or power interruptions. * Willingness to complete training and a 90-day trial period. 
 Preferred Experience 
 Experience with any of the following is helpful but not required: * Lightspeed or another retail POS system * Supplier or vendor management platforms * Retail, jewelry, e-commerce, or product-based businesses How to Apply: Please begin your proposal with the word Magnolia so we know you carefully reviewed the job post. In your proposal, briefly describe: * Your experience with supplier invoices, inventory records, product information, or back-office administrative work. * The spreadsheet and business systems you have used. * An example of how you identified and resolved missing, incorrect, or inconsistent information. * Your experience following up with suppliers, vendors, or internal team members. * Your availability for an 11:00 AM–6:30 PM Eastern Time shift, 5-6 days per week, including weekends.