What are the responsibilities and job description for the Administrative Assistant - E-Commerce and Ope position at Primitives By Kathy Inc?
Position Summary
Primitives by Kathy (PBK) is seeking a proactive and detail-driven Administrative Assistant – E-Commerce & Operations to support and help optimize our wholesale marketplace and drop ship programs.
This role goes beyond traditional administrative support. The individual in this position will serve as a key operational partner within our e-commerce ecosystem — ensuring order accuracy, maintaining data integrity across systems, supporting compliance requirements, and driving timely platform-based communication.
The ideal candidate is highly organized, analytical, comfortable working across multiple systems, and motivated to improve processes in a fast-paced, multi-channel environment.
Key Responsibilities
E-Commerce & Marketplace Operations
- Oversee daily management of wholesale and marketplace order flow from order receipt through fulfillment coordination
- Review and validate order details for pricing accuracy, inventory availability, routing requirements, and compliance standards
- Manage customer communication within platform portals, ensuring timely, professional, and policy-compliant responses
- Monitor service-level expectations and proactively address potential delays or issues
- Support dispute resolution, returns processing, claims documentation, and order adjustments
- Identify recurring issues and recommend operational improvements
Data Integrity & Systems Management
- Maintain high-level accuracy of SKU data, pricing, inventory updates, and product information across ERP and e-commerce platforms
- Perform regular audits to ensure alignment between internal systems and online channels
- Support reporting and performance tracking for wholesale and marketplace programs
- Assist with inventory reconciliation and order verification processes
- Contribute to process documentation and workflow optimization
Drop Ship & Retail Partner Support
- Coordinate administrative support for drop ship accounts and retail marketplace partners
- Ensure compliance with retailer-specific routing guides, documentation, and service standards
- Partner cross-functionally with warehouse, customer service, sales, and operations teams to maintain smooth fulfillment
- Escalate operational risks and assist in developing corrective action plans
- Support onboarding of new marketplace or drop ship programs as needed
Qualifications
- 2–4 years of experience in administrative operations, e-commerce coordination, wholesale operations, or order management
- Strong working knowledge of e-commerce or marketplace environments
- Demonstrated ability to manage multiple systems and priorities simultaneously
- Advanced organizational skills and exceptional attention to detail
- Strong written communication skills with a professional and solution-oriented tone
- Proficiency in Microsoft Excel (intermediate to advanced preferred)
- ERP or inventory management system experience strongly preferred
Key Competencies
- Operationally minded with a systems-thinking approach
- Strong sense of ownership and accountability
- Analytical and process-improvement oriented
- Calm and solutions-focused under pressure
- Highly collaborative and cross-functional communicator
- Detail-driven with strong follow-through
Performance Expectations (KPIs)
Success in this role will be measured by:
- High order accuracy and timely processing
- Responsiveness to customer inquiries within platform service-level expectations
- Accuracy and consistency of product, pricing, and inventory data across systems
- Adherence to drop ship and marketplace compliance standards
- Ability to manage workload efficiently with minimal backlog
- Proactive identification of issues and contributions to process improvements
Why Join Primitives by Kathy?
PBK operates across multiple wholesale and e-commerce channels, and operational excellence is critical to our continued growth. This role offers the opportunity to contribute meaningfully to the infrastructure that supports our retail partnerships and digital expansion.
You will be joining a collaborative team that values accuracy, accountability, and continuous improvement — where strong performers have the opportunity to grow into expanded operational responsibilities.