Operations / Admin Assistant in a Retail Sales and Merchandising Agency

About the Role

We're looking for a detail-oriented and organized Operations & Admin Assistant to support the day-to-day running of our retail sales and merchandising operations. This role is highly process-driven — you'll be managing booking forms, scheduling sessions, coordinating with field reps, and keeping our platforms and trackers up to date. The ideal candidate has experience working within retail or FMCG environments and is comfortable navigating retailer portals and scheduling tools.

Work Structure & Requirements

• Location: Remote / Virtual
• Schedule: Part-time to start, with potential to grow
• Time Zone: Must be available during NZT (New Zealand Time) business hours
• Compensation: $7 USD per hour

Key Responsibilities

1. Demonstration Booking & Scheduling

• Fill out and email booking forms for in-store demonstrations to supermarkets following the schedule on our Inzstore platform
• Follow up on unresponded demonstration bookings via email
• Schedule merchandising sessions on the platform
• Move sessions for reps to suitable dates within promotional periods

2. Rep Coordination & Communication

• Quality check reps' merchandising and sampling reports; send friendly performance improvement emails where needed
• Answer rep queries via email and send brand information, objectives, and goals ahead of upcoming demonstrations
• Add notes to sessions where required
• Send training documents to new reps
• Add reps to the Compass app and follow up until onboarding is completed

3. Platform & Data Management

• Add new brands onto the platform
• Keep Trello up to date with rep gear, current safe-in-store passes
• Update store details and load new stores

4. Tasks Added as Confidence Grows

• Add promotions onto the portal
• Use images from merchandising reports to highlight shelf gaps for new products
• Chase payments from brands
• Prepare monthly brand reports
• Enter bills in Xero

Required Skills & Experience

• Experience: Prior experience in an operations, admin, or coordination role — retail, FMCG, or merchandising agency experience strongly preferred
• Portal Experience: Familiarity with retailer portals is highly valued; NZ-specific portal experience (e.g. Foodstuffs & Woolworths NZ) is a strong plus
• Communication: Strong written English — able to communicate professionally with reps and brand contacts
• Tools: Comfortable with Trello, Xero, Google Workspace, and similar platforms; quick to learn new systems
• Profile: Detail-oriented, organized, reliable, and proactive — someone who follows through without needing to be chased