Virtual Assistant – Luxury Watch Dealer Support

Company: Watch Trader Suite
Preferred Hours: 9:00 AM – 4:00 PM Eastern Time
Position: Virtual Assistant / Dealer Operations Support

About Watch Trader Suite

Watch Trader Suite helps independent luxury watch dealers build more organized, efficient, and scalable businesses.

Our Virtual Assistant team works directly with watch traders to take repetitive back-office work off their plates. The goal is simple: allow our clients to spend more of their time sourcing watches, building relationships, talking with buyers, and closing deals while we help handle the daily execution behind their businesses.

We are looking for a highly organized, dependable, and customer-focused Virtual Assistant to join our growing team.

The Role

You will be assigned to support luxury watch dealers with the day-to-day activities required to operate their businesses.

This is not simply a data-entry position. You will work directly with clients and become an important part of their operation. We need someone who communicates extremely well, follows instructions, pays close attention to detail, learns quickly, and takes ownership of their responsibilities.

Knowledge of luxury watches is helpful, but not required. We can teach you the watch industry. Excellent communication, organization, reliability, and attention to detail are much more important.

Key Responsibilities

Watch Listings & Inventory Management

- Create and manage watch listings on platforms including eBay, Chrono24, dealer websites, Facebook, and other marketplaces
- Write professional, accurate, retail-focused watch descriptions
- Upload and organize watch photography
- Verify important listing details including brand, model, reference number, condition, size, year, accessories, and pricing
- Update listings when watches are sold, reserved, repriced, or otherwise change status
- Help ensure inventory information remains consistent across multiple sales channels

Photography & Content

- Edit and enhance dealer-supplied watch photography for retail presentation
- Crop, resize, straighten, and improve photos while maintaining an accurate representation of the watch
- Prepare images for websites, marketplaces, and social media
- Post inventory and other content to Instagram and Facebook
- Help maintain a professional and consistent online presence for the dealer

CRM & Sales Support

- Assist with maintaining customer and prospect information
- Update contacts, opportunities, notes, tasks, and deal stages
- Help dealers keep their sales pipeline organized
- Perform follow-up and administrative tasks as directed by the client
- Experience with GoHighLevel is a major plus, as it is the primary CRM platform used by many of our clients

General Back-Office Support

Depending on the client, you may also assist with:

- Preparing invoices and sales documentation
- Organizing customer and transaction records
- Researching watch information and comparable listings
- Updating spreadsheets and reports
- Organizing files and photography
- Preparing email or SMS marketing campaigns
- Maintaining customer databases
- Requesting and organizing customer reviews
- Coordinating shipping information and tracking
- Performing routine administrative tasks that keep the dealer's business organized

Client Communication

This is a client-facing position, so excellent communication is one of the most important requirements.

You should be comfortable communicating directly with business owners, asking questions when instructions are unclear, providing progress updates, and proactively identifying issues.

Our clients rely on their VA every day. We are looking for someone who is responsive, professional, positive, and dependable.

Experience using Slack for daily communication and task coordination is strongly preferred.

What We're Looking For

The ideal candidate has:

- Excellent written and verbal English communication skills
- Strong customer service skills
- Exceptional attention to detail
- Strong organizational and time-management skills
- Ability to follow processes and documented procedures
- Ability to manage multiple tasks and priorities
- Comfort learning new software and systems
- Strong internet research skills
- Basic photo-editing capabilities
- Experience working independently in a remote environment
- A proactive mindset—you should look for ways to help rather than always waiting for the next instruction
- Reliability and consistency in completing assigned work

Preferred Experience

The following experience is helpful but not required:

- Previous Virtual Assistant experience
- Slack
- GoHighLevel
- eBay
- Chrono24
- Facebook Marketplace / Facebook Groups
- Instagram and Facebook business accounts
- Canva or other photo/design tools
- CRM systems
- E-commerce or marketplace listings
- Luxury goods, jewelry, watches, or other high-value products

Schedule

We strongly prefer candidates who can consistently work approximately 9:00 AM – 4:00 PM Eastern Time, Monday through Friday.

These hours are important because they overlap with the working hours of most of our U.S.-based watch dealer clients. You should be available and responsive during your scheduled working hours.

What Success Looks Like

A great Watch Trader Suite VA becomes someone the dealer can depend on.

Listings are accurate and completed on time. Inventory stays organized. Photos look professional. CRM records stay current. Social media remains active. Tasks don't fall through the cracks. Most importantly, the dealer feels like they have gained hours back in their week.

Your job is to help create that leverage.

The more effectively you handle the operational work behind the scenes, the more time our clients can spend doing what generates revenue: buying watches, building relationships, finding customers, and closing deals.

How to Apply

Please include:

1. A brief introduction and overview of your Virtual Assistant or administrative experience. First words in your application must be "TimelySoles" to verify for me that you read the job description.
2. Examples of platforms or CRMs you have used
3. Any experience with eBay, e-commerce, social media, or product listings
4. Your experience with Slack and/or GoHighLevel
5. Your availability during 9:00 AM – 4:00 PM Eastern Time
6. Why you believe you would be a strong fit for a client-facing Virtual Assistant role

Luxury watch experience is a bonus, but it is not a requirement. We are primarily looking for great communicators who are organized, dependable, detail-oriented, and eager to learn.