Ecommerce Finance & Operations Assistant

# Ecommerce Finance & Operations Assistant for Shopify Clothing Brand

## About Us

Sunset Surf is a fast-growing clothing brand selling premium embroidered coastal hoodies. We are scaling through Shopify, Meta ads, creator content, inventory restocks, wholesale, and brand trips.

We are looking for a detail-oriented Ecommerce Finance & Operations Assistant who can help us track our business numbers clearly every week and every month.

This role is not a logistics role. We already have someone helping with logistics. This role is focused on tracking money, expenses, payments, inventory costs, QuickBooks, Shopify payouts, and monthly reports.

## What We Need Help With

We need someone who can help us clearly understand:

* How much money came in
* How much money went out
* How much we spent on inventory
* How much we spent on workers, creators, and contractors
* How much we spent on Meta ads
* How much we spent on brand trips
* How much cash is tied up in inventory
* How much inventory has sold
* How much inventory is still left to sell
* Estimated monthly profit
* Upcoming payments and expenses

The goal is to help us see a clear picture of the business every week and month.

## Main Responsibilities

* Track Shopify sales and payouts
* Compare Shopify payouts to bank deposits
* Track QuickBooks transactions
* Organize and categorize expenses in QuickBooks
* Track inventory purchases
* Track cost per hoodie/SKU
* Track how much cash is tied up in inventory
* Track units sold and units remaining
* Track creator, contractor, and worker payments
* Track Meta ad spend
* Track product/sample costs
* Track brand trip spending
* Track receipts and invoices
* Maintain Google Sheets or Excel trackers
* Prepare weekly financial summaries
* Prepare monthly spending and profit summaries
* Flag missing expenses, unusual payments, or cash-flow concerns
* Work with our bookkeeper/CPA when needed

## Initial Project

The first project will be to organize and track financial data from January 1st of this year to present.

This includes:

* Shopify payouts
* Business expenses
* Inventory purchases
* Creator/contractor payments
* Worker payments
* Meta ad spend
* Brand trip expenses
* Software/app subscriptions
* Product/sample costs
* Monthly summaries

After the initial setup, this will become an ongoing weekly and monthly tracking role.

## Brand Trip Tracking

For brand trips, we mainly need spending tracked clearly.

You will track:

* Trip name
* Location
* Date
* Budget
* Flights
* Hotel/Airbnb
* Food
* Uber/rental car
* Activities
* Creator payments
* Products gifted
* Photographer/videographer costs
* Decorations/props
* Miscellaneous expenses
* Total spent
* Whether the trip was over or under budget
* Receipts and payment dates

We want to clearly see how much we are spending on brand trips each month.

## Inventory Tracking Example

If we buy 1,000 hoodies at $30 each, that is $30,000 spent upfront.

If each hoodie sells for $99, that inventory has $99,000 in potential revenue.

We need help tracking:

* Total inventory cost
* Units received
* Units sold
* Units remaining
* Revenue generated so far
* Remaining inventory value
* How much cash is still tied up in inventory

This helps us understand where our money is and how much inventory still needs to sell.

## Tools You Should Know

You must be comfortable with:

* QuickBooks
* Shopify
* Google Sheets or Excel
* Basic ecommerce reporting
* Expense tracking
* Cash-flow tracking

Experience with these is a bonus:

* Meta Ads Manager
* TrueProfit
* BeProfit
* Inventory Planner
* Settle
* Finaloop
* Ecommerce bookkeeping
* Apparel or clothing brands
* Inventory/COGS tracking

## Ideal Candidate

You are a good fit if you are:

* Very organized
* Strong with numbers
* Experienced with QuickBooks
* Experienced with Shopify
* Comfortable with spreadsheets
* Detail-oriented
* Reliable with weekly updates
* Good at spotting missing expenses or mistakes
* Comfortable asking questions when something does not make sense
* Able to create simple, clear reports
* Experienced with ecommerce businesses

## Important

You will not have control over bank transfers or final payment approvals.

Your role is to track, organize, report, and help us understand the numbers.

Final payments, banking decisions, tax decisions, and accounting decisions will be handled by the owner and/or bookkeeper/CPA.

## Weekly Report

Every week, we want a simple report showing:

* Total sales
* Total Shopify payouts
* Total expenses
* Meta ad spend
* Creator/contractor/worker payments
* Inventory payments
* Brand trip expenses
* Estimated profit
* Upcoming bills/payments
* Any missing receipts or concerns
* Any cash-flow notes

## Monthly Report

Every month, we want a summary showing:

* Total revenue
* Total expenses
* Estimated profit
* Inventory purchased
* Inventory sold
* Cash tied up in inventory
* Creator/content spend
* Worker/contractor spend
* Brand trip spend
* Ad spend
* Software/app expenses
* Areas where we may be overspending
* Big payments coming up next month

## How to Apply

Please send:

1. Your experience with Shopify
2. Your experience with QuickBooks
3. Examples of ecommerce finance, bookkeeping, or operations tracking work you have done
4. Your experience with inventory, COGS, or cash-flow tracking
5. Your experience with Google Sheets or Excel
6. Your hourly or monthly rate
7. Your availability
8. Any ecommerce finance tools you recommend

Please also answer this question:

If a brand spends $30,000 on inventory upfront, but that inventory will sell over the next few months, how would you track that so the owner understands both cash flow and profit?

Thank you!