Operations Manager - Logistics, Supply Chain, Systems

Operations Manager - Logistics, Supply Chain, Systems

The application process:

PLEASE READ BEFORE APPLYING
1. Submit your resume & a video recording introducing yourself, explaining why you would be great for the job (no more than 60 seconds). No video - no interview.
2. 15-minute interview
3. You'll do a short exercise (1-1.5 hours)
4. 15-minute final interview
5. One week trial & training period (paid)
6. Join full-time

The Company:
You will be working for Vivida Lifestyle – an ambitious and dynamic UK based clothing e-commerce company that has been trading since 2015.

The job at a glance:
We are seeking a superstar Operations Manager who is exceptionally organised, experienced, and proactive. This position (reporting to a founder), requires a proactive self-starter to oversee areas of order & logistics operations.

The perfect candidate will demonstrate proficiency in coordinating logistics, cultivating strong relationships with external partners, and ensuring smooth order fulfilment. If you have a strong grasp of e-commerce operations, especially with Shopify, 3PL warehouses, and data analytics skills (excel), we want to hear from you.

Key Responsibilities:
- Day-to-day order management (eg. system errors, 3PL fulfilment, PO management, discrepancy tracking & reporting)
- Maintaining & optimising system flows for orders, fulfilments and returns:
------ Orders: Shopify ? Order Management System (OMS) ?FTP File Transfer ? 3PL warehouse.
------ Fulfillments: 3PL warehouse ? FTP File Transfer ? OMS ? Shopify
------ Returns: Returns app ? Shopify.
- Using Shopify Flow and Rule Builder in the OMS to present data to warehouse requirements
- Drop-shipping system management: setting up new customers, ensuring smooth data flow to 3PL, dealing with errors/issues
- Tracking & maintaining stock levels.
- Reporting to the team on ABC inventory stats, contributing ideas to the reduction of B & C stock.
- Checking invoices from EU Fiscal partners to ensure correct duty & VAT charges
- Reconciliation of warehouse invoices against sales - identifying areas for attention & improvement
- Keeping business costs low but optimal, while improving margins:
------ Eg.1 - regular analysis of shipping offering to customers, to ensure company profitability.
------ Eg.2 - actively identifying opportunities to reduce inbound shipping costs
-Ensure the Finance Team has everything needed for month-end reconciliation.
- Long-term strategic planning & advancement, project-work & pushing forward the Operations area
- Working with product suppliers, freight forwarders and fiscal partners. Identification & outreach to new operational & product suppliers
- Creating new processes for a more efficient supply chain
- Role specific KPI tracking & reporting (candidate specific) and will be decided during the trial period based on capabilities.
- Providing support to wider business with marketing operations and coordination with sales projects & influencer collaborators.

Required Skills & Experience:
- Written and spoken English needs to be excellent
- E-commerce experience (Shopify)
- OMS or ERP experience (Order Desk)
- Data driven - excellent at Excel
- 3+ years of relevant experience (ideally for an e-commerce Shopify business)
- Exceptional analytical skills
- Excellent attention to detail
- Able to summarise and present complex findings, accurately, clearly & concisely
- Able to manage multiple tasks simultaneously
- Extremely organised
- An effective problem solver
- Experience in supply chain management and logistics
- Experience adapting to the ad hoc tasks outside your outlined job description

Required Personal Qualities:
- An enthusiastic & delightful team player
- A curiosity to proactively identify improvement opportunities & effectively implement process change
- Inquisitive, keen to understand and improve the wider business
- Enjoys working in a collaborative 'best idea wins' environment
- Big hearted champion that picks up the trash. Big hearted = warm, loving & caring. Champion = wants to win & willing to go the extra mile to win. Picks up trash = self responsible, self learning, does the right thing when nobody's looking.
- Honest and transparent

Working requirements:
- Hours - must have 4 hrs overlap with GMT 9AM-5PM
- Reliable internet connection (>10mbps).
- Quiet working environment.
- As this is a full-time position, this should be your only working role.

Salary & Bonus:
- 40 hours per week (full-time)
- $3.30 per hour
- Holiday Bonus (13th Month)
- KPI based salary increase - if business performance is strong and over-performance with KPIs.

About Vivida:
Vivida Lifestyle, UK-based adventure & wellbeing lifestyle clothing brand, was born with a purpose to inspire & empower a life well-lived. A life connected to nature, adventure, flow, freedom, others & oneself.
Vivida Lifestyle was initially created as a purely passion-driven project, serving as a reminder & daily inspiration to live life to the fullest - always striving to find connection to & appreciation for the natural wonders that surround us. Our name, derived from ‘Viva la Vida’, is the basis of our philosophy in all that we do, support, & create. Our outerwear, waterwear & accessories are built to enhance your adventures, with eco-chic quality, timeless versatility and beautiful style.
Vivida has a small but mighty well-balanced team, made up of practical visionaries and sceptical optimists. We dream big but embrace change and failure and recognise that with every crisis comes an opportunity to learn and to grow – as individuals, as a team, and as a business. When something doesn’t go to plan, we learn from it and quickly move onwards and upwards.

The future:
To take our Vivida story to the next level, we’re looking for an energetic, bright and proactive superstar in the Philippines. Somebody that will deeply care about Vivida and the work they do, and that has the potential to be with us for the long haul. As our company grows, so will the opportunities for promotions & management– the sky's the limit!
Above & beyond your skill set & track history, your character & your attitude really matters. To build the best brand in the world, we need the best team in the world.

If you share our vision of positively impacting the world, and are ready to work hard and be part of building the next great thing, Vivida Lifestyle could be the dream place for you.