Operations Assistant

About Avex Avex is a rapidly growing eCommerce agency that partners with merchants in the fashion, lifestyle and premium products space. From high-growth DTC brands to enterprise, we have partnered with companies such as: KITH, LVMH, TAG Heuer, Hugo Boss, Enjoy Life, Mondelez, Brandon Blackwood, Undefeated, Rumpl, HAUS, O'Neill, Serta Simmons Bedding, Badgley Mischka and many others. We design, build and optimize eCommerce experiences on Shopify Plus for global brands. Our ValuesBUILD our clients' businesses, INSPIRE our employees to grow, CHALLENGE the norm, and DELIVER on our commitments. We design and build digital commerce experiences that connect brands to people through creative, technology and culture. We believe that our work should not only produce amazing results for our clients but should also be fun and rewarding for our team. Avex believes in a strong work-life balance, not just churning out projects. The happier our team is, the more enjoyable the experience is, and the better the results will be for our clients. We ensure that our team members and partners possess these traits. We feel that it is important to prioritize these core values over everything else. This allows us to deliver results for our clients, as well as a safe and fun work environment.

• Teamwork
• Passion
• Respect
• Talent
• Accountability
• Resourcefulness
• Radical Transparency
• Visionary

Role & Responsibilities We are seeking a highly organized and proactive Operations Assistant to support our agency's daily operations and ensure seamless coordination across teams. This role is ideal for someone who thrives on organization, enjoys problem-solving, and is eager to learn about digital commerce and agency workflows. You'll work closely with leadership to manage schedules, track tasks, assist with financial and HR processes, and keep internal operations running smoothly. This is an entry-level to mid-level role with opportunities to grow into operations, HR or project management as the agency scales.

• Process Improvement

• Assist in maintaining and enhancing internal workflows to increase efficiency and ensure compliance with company standards.
• Support identification and documentation of collaboration or process gaps across teams; help roll out updated processes or policies.

• Administrative Coordination

• Handle day-to-day administrative tasks, including scheduling, documentation management, data entry, and KPI tracking.
• Monitor workload and sales pipeline updates to flag potential resourcing issues during team meetings.

• Onboarding Assistance

• Support new hire onboarding by coordinating equipment setup, validating payroll information, and guiding employees through operational processes.
• Assist with onboarding of new customers by managing documentation and setup in accounting systems.

• Culture & Event Support

• Help plan and coordinate team events and initiatives that foster company culture and employee engagement.
• Track and manage budgets for team recognition programs and cultural initiatives.

• Record & Asset Management

• Maintain organized records of vendor agreements, contracts, and office inventory to ensure accurate and accessible documentation.
• Support administration of org-wide policies, including software access, device management, IT support, training, and performance review processes.

• Expense & Payroll Support

• Review and approve team expense reimbursements, manage credit allowances, and validate payroll information for new hires.
• Apply recurring credits and event-related allowances as part of payroll processes.

• Customer Financial Setup

• Handle setup of new customers in accounting systems, send onboarding documentation (e.g., W9s, payment instructions), and ensure smooth integration into payment workflows.
• Manage adjustments to recurring or milestone-based payment schedules as needed.

• Accounts Receivable

• Manage client invoicing communications, set up recurring and milestone-based payment schedules, and follow up on overdue payments to maintain cash flow.

• Vendor & Contractor Management

• Process vendor and contractor invoices, verify accuracy, and ensure timely payments through accounting platforms.
• Collect W9s, maintain profiles, and coordinate with bookkeepers for accurate payment records.

• Financial Coordination

• Serve as a liaison between internal teams, bookkeepers, and external partners to ensure accurate financial records and compliance with company policies.
• Assist in tracking and reporting on financial data for operational insights.

• Inbox & Documentation Management

• Monitor the accounting inbox, respond to inquiries, and maintain organized records of receipts, credits, and financial transactions.
• Support documentation tracking for contract redlines and pre-sale agreement reviews

RequirementsAbout You We have expectations and so should you. We want to make sure we're aligned on what is expected from both sides.

• You are highly organized, detail-oriented, and thrive in a fast-paced environment where priorities can shift quickly. You enjoy bringing order to complexity — whether that's keeping processes on track, maintaining accurate records, or anticipating team needs before they arise. You're proactive, eager to learn, and comfortable working across multiple departments, from finance and HR to client services
• You communicate clearly, handle sensitive information with discretion, and take pride in supporting others so the broader team can operate at its best. While you're confident managing daily tasks independently, you're equally collaborative and always ready to jump in where needed. Above all, you're curious about how agencies run behind the scenes and excited to grow your skills in operations, finance, and team support

Requirements

• Experience: 1-3 years in operations, administrative support, finance coordination, or a related role (agency, ecommerce, or startup experience is a plus).
• Technical Skills: Comfort with common tools like Google Workspace (Docs, Sheets, Drive), Slack, and project management platforms (Monday, Harvest, or similar). Familiarity with finance or HR software (QuickBooks, Bill.com, Rippling, Harvest) is a plus but not required.
• Organization & Detail: Strong ability to manage multiple priorities, maintain accurate records, and ensure deadlines are met.
• Communication: Excellent written and verbal communication skills; able to interact with team members, clients, and vendors professionally.
• Adaptability: Comfortable working in a fast-paced, evolving environment and shifting between operational, financial, and administrative tasks.
• Problem-Solving: Proactive in identifying inefficiencies, surfacing issues, and proposing solutions.
• Confidentiality: Ability to handle sensitive financial and employee information with discretion.
• Growth Mindset: Interest in learning about agency operations, finance, and process improvement with opportunities to grow into expanded responsibilities over time

BenefitsWorking at Avex

• We offer unlimited PTO
• We offer remote or flexible working
• We value work-life balance
• We reward people based on their accomplishments and contributions
• We strive to make a difference in our clients' businesses
• We take burnout seriously and do our best to monitor it
• We treat people like adults, as long as they treat others with the same respect
• We have extremely high standards
• We're highly competitive in the industry and we love winning as a team
• We prioritize people over profits
• We donate a percentage of revenue to No Kid Hungry

Compensation and Benefits We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

• 401K with company matching
• Remote (Optional / Hybrid)
• Untracked PTO and sick days
• Paid holidays
• At home WiFi monthly stipend
• Aetna Healthcare, Dental, Vision
• Wellness Reimbursement