Financial And ECommerce Operations Lead Home-based

About Us

Outsourced. ph is a leading ISO-certified Philippines offshore outsourcing company that provides dedicated remote staff to some of the worlds leading international companies. Outsourced is recognized as one of the Best Places to Work and has achieved Great Place to Work Certification. We are committed to providing a positive and supportive work environment where all staff can thrive. As an Outsourced staff member, you will enjoy a fun and friendly working environment, competitive salaries, opportunities for growth and development, work-life balance, and the chance to share your passion with a team of over 1,000 talented professionals

THE MISSION

You’ll own the operations, planning, and day-to-day coordination across two businesses. Your impact: a well-run advisory practice and a startup that launches and scales - because someone capable is driving the operational detail every day.

THE 2 CORE WORKSTREAMS

• ADVISORY PRACTICE OPERATIONS
  
  

Your role: Keep the advisory practice running smoothly so the founder can focus on high-value client delivery.

This is the daily discipline. Lighter in hours but essential - it keeps the practice running like clockwork.

What You Own

• Deliverable tracking: Own the advisory project pipeline. Turn client commitments into structured plans with deadlines, then track them to completion - chasing inputs, flagging blockers, and keeping deliverables on schedule so nothing falls through.
• Calendar & Schedule Ownership: Own the founder’s calendar across both businesses. You manage the rolling 4-week view - blocking strategic thinking time (non-negotiable), pushing back on overcommitment, and building in buffer and recovery time. You approve the structure, the founder confirms.
• Post-Session Coordination: After client days, a quick debrief captures priorities and next steps. You update the deliverable tracker, schedule follow-ups, and make sure nothing falls through between client days.
• Client Governance Calendar: Manage a calendar with key annual compliance requirements (tax deadlines, reporting dates, bank requirements) for clients. Flag 2 weeks in advance.
• Email & Request Management: Screen and manage all incoming requests across 3 email accounts. Triage what needs founder input today, batch what can wait, draft routine responses, and handle what you can directly. The founder aims to do one 30-minute email session daily - you make sure only what matters gets through.
• Financial Operations: Xero reconciliation, monthly invoicing (retainer-based, straightforward), basic bookkeeping (2-3 hours/month).
• White-Glove Client Touch: When needed, handle professional client communication (limited, but polished).
  
  

2. E-COMMERCE OPERATIONS & PMO

Your role: Run the PMO for a pre-launch essential wear brand and own the day-to-day operational coordination as the business scales.

This is the primary focus of the role. More coordination, more complexity, more growth potential - and the reason the PMO function matters.

The PMO Function (Across The Whole Business)

The e-commerce business operates an outsourced model - freelancers, specialist providers, and partners do the technical work. Two founders set the strategy. You’re the operational glue that makes it all work.

• Own the master plan across all workstreams - product, supply chain, marketing, brand, customer service, retail, digital, finance, legal. Understand how they connect and where the dependencies are.
• Set and drive the operating cadence - weekly rhythms, milestone tracking, reporting to founders. Make sure the team (freelancers, partners, providers) are delivering what they need to, on time.
• Flag blockers, chase deliverables, escalate decisions to founders. You don’t do everyone’s job - but you make sure everyone delivers theirs.
• Prep agendas and capture decisions for key meetings, including the weekly founder sync. Drive action plans and follow-through.
  
  

Day-to-Day Operational Coordination

Beyond The PMO, You’ll Coordinate The Day-to-day Across These Operational Areas. In Each Case, Specialists And Providers Do The Technical Work - You Manage The Coordination, Fill Gaps, And Bring Decisions To The Founders

• Product: Freelancers handle technical work (tech packs, range development, QC). You coordinate with suppliers, manage freelancer deliverables, track sample approvals and production timelines, and bring decisions to founders.
• Supply Chain: Coordinate 3PL onboarding, delivery timing, stocktakes, and issue resolution. Work with freight forwarders on quotes, shipment bookings, and tracking. Manage the day-to-day of our outsourced logistics operations.
• Finance: Finance is outsourced to a provider. You coordinate reporting timelines, reviews, and issue triage. Book founder time for key conversations as needed.
• Legal & Compliance: Track key requirements, deadlines, and templates. Founders own all decisions and reviews - you make sure nothing gets missed.
  
  

Automation & Intelligence: Own and maintain automated workflows (competitor monitoring, scheduled reporting, data pipelines).

Growth Path: This role scales with the business. The workstreams evolve, the team grows, and your scope deepens.

WHO WE’RE LOOKING FOR Required Experience

• 3-5 years supporting founders, executives, or consultants
• Ideally: Startup/scale-up experience OR BPO supporting Western clients OR ex-Big 4 Philippines who has since diversified into operations
• Project coordination: You’ve managed deliverables, tracked deadlines, coordinated across stakeholders
• Communication quality: Can write polished, professional emails and communicate confidently with clients, suppliers, and stakeholders without supervision. This is non-negotiable.
• Financial literacy: Comfortable with Xero (or equivalent), understand basic P&L and cashflow
  
  

Required Attributes:

• Strategic thinking: You see around corners - flag problems before they’re urgent
• High agency: You don’t wait for instructions - you see a problem and solve it (or bring options)
• Systems mindset: You love documenting processes, building templates, improving efficiency
• Tech-savvy: Actively using AI tools daily (Claude, etc.) - excited to learn automation (n8n, Make.com, AI agents and bots)
• Team-first mindset: You take pride in enabling others to succeed. The wins are shared, and you’re energised by making the people around you more effective.
  
  

Tools You’ll Use:

Xero (financial ops), Notion (cross-portfolio task tracking), Google Workspace (e-commerce team collaboration), Microsoft OneNote (client work reference), Outlook. Plus AI tools (Claude) as daily productivity multipliers and workflow automation platforms (n8n, Make.com, or equivalent).

Work Location

• Home-based
• Willing to work 8:00 AM - 5:00 PM PH Time
• Should have strong internet connection (minimum of 20 mbps)
  
  

Note: As part of our recruitment process, we conduct a background check on all hired candidates. Please ensure that all required documents are prepared and submitted promptly.

By clicking on the "Im Interested" button I hereby allow Outsourced Quality Assured Services, Inc. ("Outsourced") to store and collect my personal information for the purposes of employment application. As such, I agree and authorize Outsourced to collect, store, or continue to use my personal information for the above-stated purpose, and to retain my personal information for a period of 1 year, and for these purposes only.

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