Must work PST time zone.
We are seeking a highly organized and proactive Virtual Assistant to manage the daily operations of our e-commerce business, with primary responsibility for website management, inventory purchasing, product availability, and operational quality control. This person will monitor website uptime and test the full customer experience on both desktop and mobile, including product pages, pricing, images, descriptions, inventory quantities, discount codes, checkout, forms, payment processing, and automated emails. They will manage inventory purchasing within approved budgets and reorder guidelines, prepare and place purchase orders, log inventory buys, monitor low-stock levels, issue reorder alerts, track incoming shipments, and communicate regularly with the logistics and inventory management team. The VA will reconcile inventory and purchasing data across vendor records, invoices, purchase orders, warehouse or logistics reports, and website inventory counts; investigate discrepancies; and maintain accurate documentation. They will also create, update, and organize SOPs, vendor files, purchasing records, inventory reports, quality-control checklists, and other operational documents.
The role will also oversee customer support, reporting, outreach, and business relationships. Responsibilities include managing support tickets; responding to customers through email, website channels, and ---------- as an administrator; forwarding and organizing responses from text and email marketing campaigns; and escalating sensitive or unresolved matters. The VA will follow up with wholesale customers, provide order and tracking updates, maintain wholesale and vendor pipelines, manage vendor relationships, conduct affiliate outreach, and research and contact new manufacturers, synthesizing companies, suppliers, and other potential partners by email. They will monitor operational and financial performance by reviewing sales, inventory value, purchasing spend, vendor invoices, refunds, failed payments, margins, shipping costs, inventory turnover, website traffic, conversion rates, and other agreed-upon metrics, then prepare clear weekly reports highlighting discrepancies, risks, trends, and recommended actions. The ideal candidate has strong e-commerce, inventory, vendor-management, analytical, and written communication skills and can independently identify issues, document them, and follow through until they are resolved.
