Admin Operations Support Specialist

Syspro BPO Inc. is seeking a detail-oriented and proactive Admin Operations Support Specialist to support our client’s internal teams by executing daily system tasks with precision and consistency. This role is ideal for someone who thrives in structured environments, enjoys working behind the scenes, and is passionate about keeping operations smooth and scalable.

Scope of Work

I. Vendor Invoice Data Entry

- Monitor Accounts Payable (AP) inbox throughout the workday.

- Download new vendor invoices received via email.

- Enter all relevant invoice details (vendor name, invoice number, date, amount, cost center, etc.) in the system.

- Ensure invoices are coded accurately according to company's accounting guidelines.

- Flag discrepancies or incomplete information to the Finance team for resolution.

- Maintain an organized record of all processed invoices.

- Provide daily summaries or confirmations of invoice entry completion as required.

II. Shopify Inventory Maintenance

- Log into Shopify daily to verify current inventory quantities against the WISE Warehouse Management System (UNIS).

- Update Shopify inventory levels to match physical stock reported in WISE.

- Investigate and reconcile discrepancies resulting from warehouse receipts, external sales channels, and shrinkage.

- Report material variances to Ember’s Operations team for review.

- Document all inventory adjustments and maintain an audit trail within Shopify.

III. Logistics Management

- Monitors subscriptions of new and existing customers/members

- Process the orders

- Verifies details of customers and shipping address.

- Track status of deliveries until received.

IV. Perform other related tasks as needed, with assignments subject to change based on evolving business needs

Skills & Performance Expectations:

- Highly accurate and detail-oriented (Maintain 100% accuracy in invoice data entry and Shopify updates)

- Excellent English communication skills, both written and verbal

- Reliable and organized with daily tasks

- Follows SOPs and complete all assigned daily tasks within the working day.

- Maintain confidentiality and comply with data handling and privacy policies.

- Proactively communicate delays, system issues, or inconsistencies.

- Comfortable with remote collaboration

Qualifications required:

Education: Bachelor’s degree preferred (Business Administration, Accounting, Operations, or related field)

Experience: Minimum 1 year in administrative support, BPO operations, e-commerce, or Virtual Assistant roles

Technical Proficiency: Comfortable working with cloud-based systems, spreadsheets, and remote collaboration tools

Work Hours: Willing and able to work full-time, aligned with U.S. Pacific Time (8:00 AM – 5:00 PM) or PH Time (12:00 AM - 9:00 AM).

Work Location: Work Location: Must be willing to work onsite in Parañaque City

Work Ethic: Reliable, self-motivated, and committed to task completion and process accuracy

Experience using the following systems:

- Microsoft Exchange

- SAP ByDesign

- WISE Warehouse Management System (UNIS)

- Shopify

- Recharge

- Google Docs / Google Sheets

- Slack

- Microsoft Office (Outlook, Teams)