Next-Gen Operations & Customer Support VA

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: TYPE OF WORK

Full Time

: SALARY

$3-4 per hour

: HOURS PER WEEK

35

: DATE UPDATED

Oct 5, 2026

JOB OVERVIEW

Junior Operations & Customer Support VA — Custom Print & Production

Role Overview
We are looking for a tech-forward, highly organised Junior Operations Virtual Assistant who represents the new generation of customer support—proactive, fast, adaptable, and naturally comfortable leveraging AI tools to work smarter and faster.

In this entry-level/junior role, you will shepherd custom-manufactured print orders through their entire lifecycle: handling client inquiries, calculating quotes, coordinating between clients and our artwork department, tracking logistics, and delivering post-sales support.

Core Responsibilities
1. Next-Gen Customer Support & Deal Shepherding
Quote-to-Delivery Pipeline: Shepherd custom product orders from initial quote request to artwork proofing, production, delivery, and post-sales follow-up.

Artwork & Pre-Press Liaison: Act as the main hub between clients and our artwork department, routing design proofs, verifying order specs, and securing sign-offs before print runs.

Modern Customer Care: Deliver warm, friendly, and calm support across chat, email, and workplace apps—using AI writing/editing assistants to craft hyper-responsive, polished communications.

2. Quoting, Sourcing & Logistics
Precision Quoting: Execute mathematical pricing formulas and margin checks in Excel to produce accurate quotes for custom-made products.

Supplier & Freight Tracking: Communicate with production partners to monitor manufacturing queues, track courier shipments, and proactively resolve shipping delays.

Process & SOP Documentation: Follow established workflows and draft clear, step-by-step Standard Operating Procedures (SOPs) in Word to document routine tasks as our processes evolve.

3. AI & Tool Adoption
Leveraging AI: Actively use AI tools (e.g., ChatGPT, Claude, Copilot) for task automation, email drafting, proofing assistance, data summary, and continuous process speedup.

Candidate Profile & Skill Requirements

Soft Skills (Non-Negotiables)

English Mastery: you will be communicating with customers from day one so your syntax and grammar need to be perfect.

Absolute Attention to Detail: Micro-focused on precision—spotting typos in artwork proofs, spec discrepancies, or bad formula entries before orders hit production.

Absolute Dedication to Urgency: High bias for action with fast response times across Slack, client channels, and vendor chats.

Cool and Calm: Level-headed under pressure when handling tight deadlines, artwork revisions, or shipping glitches.

Friendly and Amiable: Warm, engaging, and empathetic tone that elevates the client experience at every touchpoint.

Analytical and Mathematical: Rapid, confident grasp of arithmetic, percentages, margin breakdowns, and spec calculations.

Organised to a Fault: Methodical approach to keeping files, Trello cards, spreadsheets, and daily task queues structured.

Software & AI Stack

Artificial Intelligence (Highly Desirable): ChatGPT, Claude, AI Assistants — Accelerating client communications, drafting SOPs, auditing data, and streamlining daily tasks.

Spreadsheets (High Proficiency Required): Microsoft Excel — Running formulas (VLOOKUP/XLOOKUP, nested IF), checking margin math, and calculating tiered custom quotes.

Documents: Microsoft Word / Google Docs — Drafting clear, structured SOPs, templates, and client proposals.

Team Messaging: Slack — Asynchronous team messaging, cross-department handoffs, and urgent issue escalation.

Task Management: Trello / Hubspot— Shepherding orders visually along Kanban pipelines from quote request to artwork proof to print to delivery.

Communication: communicating often complicated order details with Australian and offshore suppliers.

To apply for this job:

Write a brief introduction about yourself including what you do on weekends. We want to know about you in your own words - not an AI agents. Tell us about any experience you have had with freight and sourcing. Tell us how you used AI to solve a problem in the past.

Send us a link to your resume or portfolio.

SKILL REQUIREMENT

Customer Service AI Tools Back Office Support

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Next-Gen Operations & Customer Support VA

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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