Operations & Administrative Coordinator (Ecommerce)

Location: Remote, Philippines

Company

Total Commerce is an ecommerce agency helping brands grow through Shopify, ecommerce strategy, development, retention, optimization, and operational support.

What you will do

• Prepare weekly employee utilization and project reports covering hours, billing status, budgets, remaining work, revenue, and leadership concerns.
• Maintain project profitability, P&L, retainer-client profitability, and monthly agency reporting.
• Organize prospect and lead lists, track outreach and follow-ups, maintain CRM data, and support proposals and business development.
• Draft sales emails with AI and existing materials, organize Front drafts, and proactively remind leadership about due actions.
• Coordinate marketing initiatives, campaigns, events, partnerships, timelines, guest lists, vendors, budgets, assets, and follow-up activities.
• Keep shared documents and systems organized across Google Drive, Asana, Front, Harvest, and CRM platforms, while identifying opportunities to simplify or automate recurring work.

Requirements

• 2–5 years of experience in operations, agency coordination, business operations, project coordination, executive support, or a similar role.
• Exceptional organization, attention to detail, follow-through, and ability to turn loosely defined tasks into structured plans.
• Strong spreadsheet skills and comfort working with operational and financial data.
• Basic understanding of revenue, budgets, margins, utilization, and P&L reporting.
• Excellent written and verbal English required; an international school background is strongly preferred.
• Comfort using AI tools and learning multiple software platforms, with confidence communicating with senior team members and proactively following up on missing information or overdue actions.

Nice to have

• Experience in an agency, ecommerce business, consulting company, or other professional services environment.
• Familiarity with Shopify or ecommerce.
• Experience with Asana, Harvest, Front, Attio or another CRM, Google Workspace, and AI tools.
• Experience producing utilization, profitability, project-budget, or other internal business reports.

Culture & Benefits

• Small, collaborative team focused on organization, follow-through, and business visibility.
• Full-time remote work from the Philippines.
• Opportunity to grow into broader agency operations, reporting, process improvement, sales operations, and strategic initiatives.