Job description
Job Title: Executive Operations Assistant
Position Type: Full-Time
Working Hours: US Hours
About Pavago
At Pavago, we are currently hiring an Executive Operations Assistant for one of our clients in the vending and retail operations space. This role is ideal for someone who thrives in fast-paced environments, has excellent analytical skills, and enjoys working independently to drive operational efficiency.
Responsibilities
Operational Oversight
- Review daily transaction footage to verify sales and identify discrepancies across vending units
- Cross-check activity with planograms to ensure accuracy in inventory records
Customer Support & Communication
- Respond promptly to customer inquiries via email and phone
- Escalate unresolved issues to relevant stakeholders while maintaining a high standard of service
Inventory & Delivery Coordination
- Generate picklists and plan delivery routes for restocking based on up-to-date inventory and sales data
- Track grocery needs and monitor inventory movement to ensure timely restocking
Reporting & Data Management
- Maintain and update grocery trackers and KPI dashboards
- Compile and present gross sales reports by facility and city on a quarterly basis
Process Improvement
- Analyze trends in sales and operations to identify process bottlenecks
- Recommend and implement improvements to optimize vending unit performance and team workflows.
What Makes You a Perfect Fit
- Detail-Oriented: You spot inconsistencies quickly and take pride in maintaining accurate records
- Proactive: You don’t wait for instructions you identify gaps and take initiative to close them
- Independent: You manage your workload with minimal supervision and deliver consistent results
- Tech-Savvy: You’re highly comfortable with Google Workspace, especially Google Sheets
- Customer-Focused: You understand the value of excellent support and communicate clearly under pressure
Required Experience & Skills
- At least 2 years of experience in operations support, administrative assistance, or a similar analytical role
- Proficiency in Google Sheets you know how to use formulas, filters, cell protection, and conditional formatting
- Strong data analysis skills with a results-driven mindset
- Excellent written and verbal communication skills
- Highly organized with a proven ability to juggle multiple priorities
What Does a Typical Day Look Like?
You’ll start your day by reviewing the previous day’s vending unit activity, ensuring transactions align with inventory expectations. You’ll handle customer support inquiries and resolve or escalate them accordingly. If it’s a restocking day, you’ll generate detailed picklists and plan out optimal delivery routes. Throughout the day, you’ll update trackers, dashboards, and sales reports, while flagging any anomalies or areas for improvement. Your independent work will be crucial in keeping daily operations smooth and transparent.
Interview Process
- Initial Phone Call: Brief introduction to assess your background and interest
- Video Interview: 30-minute deep dive into your skills and experience
- Final Client Interview: Discuss expectations and cultural fit with the client
- Background Checks: Final step to verify references and previous employment
Ready to Apply?
If you’re a self-starter who loves data, efficiency, and improving operational systems, we’d love to meet you. This is your chance to work remotely with a fast-moving team that values your expertise and independence.
