Operations Manager / Finance & Admin Coordinator

Operations Manager / Finance & Admin Coordinator

Synergy Wetsuits
Remote / Philippines-Based Independent Contractor

Summary
Location: Remote / Philippines-based
Contract Type: Independent Contractor
Experience: 5+ years operations, finance admin, vendor management, accounting support, or business administration
Commitment: 30 hours/week to start, with the possibility of increasing to 40 hours/week as business needs grow
Schedule: Monday to Friday, starting at 7:00 AM Pacific Time
Initial Hours: 7:00 AM–1:00 PM Pacific Time, Monday to Friday
Compensation: $12–$16/hour USD, depending on experience and qualifications
Bonus: Eligible for a discretionary annual contractor bonus after 12 months of continuous service, based on performance and company needs
Start Date: Immediate or as soon as possible

Synergy Wetsuits is a triathlon wetsuit, apparel, and accessories company based in Minden, Nevada, USA. We are looking for an experienced Operations Manager / Finance & Admin Coordinator to help keep our operations, finance admin, vendor agreements, compliance deadlines, and business records organized.

This role is for someone who can manage details without constant reminders. You should be comfortable working with invoices, payment schedules, vendor records, contracts, tax deadlines, compliance requirements, and monthly bookkeeping close support.

We need someone who can spot the missing invoice, expiring agreement, unfinished close item, or upcoming deadline before it becomes a fire drill.

About Synergy Wetsuits

Synergy Wetsuits designs and sells triathlon wetsuits, swim gear, apparel, and accessories for athletes around the world. We work with customers, retailers, events, vendors, factories, fulfillment teams, logistics partners, and business partners across the US, UK, Europe, and other markets.

We are a small, busy team, so this role requires someone organized, dependable, proactive, and comfortable working across departments.

Responsibilities

Operations Management
• Help manage daily business operations and admin workflows
• Track tasks, deadlines, deliverables, and open items across departments
• Coordinate with warehouse, fulfillment, logistics, product development, customer service, sales, marketing, and finance
• Follow up with vendors, suppliers, contractors, and tea ---------- mbers
• Organize company documents, SOPs, trackers, reports, and shared folders
• Help improve processes and keep business records clean, current, and easy to access
• Support onboarding and admin setup for new tea ---------- mbers
• Keep leadership aware of unresolved issues, upcoming deadlines, and operational gaps

Finance Admin & Monthly Bookkeeping Close
• Manage invoice approvals, payment schedules, and accounts payable follow-up
• Track bills, due dates, recurring charges, subscriptions, vendor fees, and service agreements
• Follow up on missing invoices, receipts, statements, vendor bills, and backup documents
• Coordinate monthly bookkeeping close with the bookkeeper
• Make sure invoices, payments, reconciliations, missing documents, and month-end reports are completed accurately and on time
• Organize financial records, bank statements, invoices, receipts, contracts, and supporting documents
• Work with the bookkeeper, accountant, tax preparer, and leadership team as needed
• Prepare reports, summaries, checklists, and trackers for leadership review

Vendor Agreements & Compliance
• Organize vendor agreements, contracts, pricing sheets, account documents, and renewal terms
• Track renewal dates, pricing terms, annual reviews, expiration dates, and contract deadlines
• Manage vendor records for FedEx, UPS, DHL, freight forwarders, 3PL partners, and other logistics vendors
• Make sure vendor contracts are reviewed at least annually
• Flag pricing changes, expiring agreements, outdated terms, and missing documents
• Maintain a tax and compliance filing calendar
• Track sales tax, VAT, business taxes, 1099s, annual reports, registrations, licenses, insurance documents, resale certificates, W-9s, and vendor forms
• Help make sure filings and renewals are completed regularly and on time

Executive Support for CEO
• Provide light business and personal admin support to the CEO
• Schedule meetings, calls, appointments, and travel when needed
• Track follow-ups, reminders, deadlines, and action items
• Organize key documents, contracts, records, and shared files
• Draft simple emails, updates, and internal messages
• Help with occasional remote personal admin tasks
• Handle confidential business, finance, and personal information with discretion

Must-Haves
• 5+ years of experience in operations management, finance admin, accounting support, vendor management, or business administration
• Experience working with US-based companies
• Strong understanding of bookkeeping workflows, accounts payable, accounts receivable, reconciliations, and payment tracking
• Experience coordinating monthly bookkeeping close with a bookkeeper, accountant, or finance team
• Experience with QuickBooks or similar accounting software
• Strong Excel and Google Sheets skills
• Ecommerce operations experience
• Experience with Shopify and Amazon Seller Central
• Experience with shipping carriers or logistics vendors such as FedEx, UPS, DHL, freight forwarders, or 3PL partners
• Experience organizing vendor agreements, service contracts, renewals, financial documents, and business records
• Experience with sales tax, VAT, 1099s, annual reports, registrations, or compliance tracking
• Strong written and spoken English communication skills
• Excellent attention to detail
• Highly organized, dependable, proactive, and trustworthy
• Available Monday to Friday starting at 7:00 AM Pacific Time
• Open to starting at 30 hours/week and increasing to 40 hours/week if business needs grow
• Reliable internet connection and computer setup

Nice-to-Haves
• Experience in apparel, sporting goods, logistics, ecommerce, or consumer products
• Experience with PayPal, Stripe, Airwallex, Wise, or other payment platforms
• Experience with Asana, Trello, Monday, ClickUp, or similar tools
• Experience creating SOPs, trackers, templates, or process documentation
• Interest in sports, triathlon, swimming, or fitness

Independent Contractor Terms

This is an independent contractor opportunity. The selected contractor will be engaged under a written contractor agreement and will submit invoices for services.
The contractor is responsible for their own taxes, government registrations, insurance, benefits, equipment, and compliance requirements in their country of residence.
The annual contractor bonus is discretionary and is not an employee benefit, statutory 13th-month pay, or guaranteed compensation.

Who We’re Looking For

We want someone who can become part of our core operations team — not just someone who waits for tasks.
The right person can think ahead, follow up without being reminded, catch problems early, protect confidential information, and turn messy details into clean systems.
This role is a good fit if you are organized, detail-oriented, calm under pressure, confident asking questions, and comfortable working with leadership, bookkeepers, accountants, vendors, logistics partners, and internal teams.

Who This Role Is Not For

This may not be the right fit if:

• You need constant step-by-step supervision
• You avoid follow-ups
• You are not comfortable working with financial or confidential information
• You prefer repetitive admin work only
• You are looking for a pure bookkeeping role
• You are looking for a pure executive assistant role
• You are not available to start at 7:00 AM Pacific Time

To Apply


Email the following to ---------- with the subject line:

Operations Manager / Finance Admin Applicant – [Your Name]

Please include:
1. Responses to the questions below
2. Resume and cover letter
3. Short video introducing yourself, explaining why you are interested in this role, and why you think you would be a strong fit for Synergy Wetsuits

Applicant Questions
1. Are you available Monday to Friday starting at 7:00 AM Pacific Time, beginning at 30 hours/week with the possibility of increasing to 40 hours/week?
2. Are you comfortable working as an independent contractor and submitting invoices for your services?
3. What hourly rate are you applying for within the posted $12–$16/hour USD range?
4. How many years of experience do you have in operations management, finance admin, vendor management, accounting support, or business administration?
5. What accounting, ecommerce, and operations tools have you used? Please include QuickBooks, Shopify, Amazon Seller Central, Excel/Google Sheets, and any project management tools.
6. Describe your experience coordinating monthly bookkeeping close, invoice/payment tracking, accounts payable, reconciliations, or missing financial documents.
7. Describe your experience managing vendor agreements, service contracts, renewals, logistics vendors, tax/compliance deadlines, or business records.
8. Tell us about a time you created order out of a messy process, system, tracker, or filing issue. What did you fix, and what was the result?