Production & Supplier Relations Virtual Assistant

About Us

The Jade Jewelers is a growing U.S.-based jewelry company specializing in authentic jade jewelry and custom-designed pieces. We work closely with overseas manufacturers and wholesalers to develop new products, manage inventory, and bring unique jewelry designs to market.

We are looking for a highly organized, detail-oriented Virtual Assistant to work directly with our management team and serve as our primary point of contact with our Chinese wholesalers and manufacturers.

This role is ideal for someone who is comfortable communicating with international suppliers, negotiating prices, tracking production orders, and keeping accurate records. You will play an important role in ensuring that our products are manufactured correctly, delivered on schedule, and purchased at competitive prices.

Key Responsibilities

1. Supplier Communication & Coordination

Communicate directly with our Chinese wholesalers and manufacturers on our behalf.

Request quotations, discuss product specifications, confirm order quantities, and obtain production timelines.

Follow up regularly with suppliers to ensure production stays on schedule.

Relay important updates, questions, and issues to management.

Maintain professional relationships with existing suppliers and assist with sourcing new manufacturers when needed.

2. Production Tracking & Documentation

Maintain an organized Google Sheets production tracker that management can access and review at any time.

Your responsibilities include tracking:

Product names, images, specifications, and quantities ordered.

Supplier names, quoted prices, negotiated prices, and total order costs.

Order placement dates, estimated completion dates, and shipping dates.

Production status, including pending approval, sampling, in production, completed, and shipped.

Tracking numbers and shipping updates.

Outstanding payments, production delays, and quality-control concerns.

All production records must be kept accurate and updated regularly. You will also be responsible for organizing product photos, quotations, invoices, and relevant supplier conversations in Google Drive.

3. Price Negotiation & Cost Management

Request pricing from suppliers for new and existing products.

Report all initial quotations to management before committing to an order.

Negotiate with suppliers to secure our target prices when instructed.

Compare quotations from different manufacturers when necessary.

Look for opportunities to reduce manufacturing costs without compromising product quality.

Obtain management approval before confirming prices, payments, or production orders.

4. Production Follow-Ups & Quality Control

Follow up with manufacturers throughout the production process.

Request production photos and videos to verify progress and specifications.

Ensure that product details, materials, quantities, and design requirements match approved orders.

Immediately communicate production mistakes, unexpected price increases, or delays.

Help resolve supplier-related issues under management's direction.

5. Daily Reporting

Provide management with a concise daily report covering production progress, supplier communications, outstanding quotations, negotiation results, upcoming deadlines, and issues requiring attention.

You are expected to be proactive. We do not want to constantly ask for updates or follow up on missing information.

Qualifications
Required

Excellent written and spoken English.

Strong organizational skills and attention to detail.

Experience using Google Sheets, Google Drive, and other Google Workspace tools.

Comfortable communicating with Chinese wholesalers and manufacturers through WeChat, email, and other messaging platforms.

Ability to negotiate professionally and follow specific pricing instructions.

Comfortable working independently and managing multiple production orders simultaneously.

Reliable internet connection and a computer suitable for remote work.

Availability to work the required overnight schedule.

Preferred

Previous experience in purchasing, procurement, supplier relations, manufacturing coordination, or e-commerce.

Experience working with Chinese manufacturers, especially through WeChat or Alibaba.

Mandarin Chinese proficiency is a strong advantage but not required.

Experience in jewelry, fashion accessories, or other customized manufactured products.

Familiarity with international shipping, freight forwarders, and production lead times.

We value someone who is resourceful, communicates clearly, catches mistakes early, and takes ownership of their work.

Compensation & Working Hours

Monthly compensation: $500 USD.

Payment schedule: $250 on the 1st and $250 on the 15th of each month.

Working hours: 8:00 PM–4:00 AM Pacific Time, Monday through Friday.

Employment: Full-time, remote.

The schedule is designed to overlap with our manufacturers' working hours in China. Applicants must be comfortable consistently working overnight in the Philippines.

How to Apply

Please submit your application through OnlineJobs.ph with the following information:

Your resume and a brief introduction about yourself.

Your experience working with Chinese suppliers, manufacturers, or wholesalers, if any.

Your proficiency with Google Sheets and production or order tracking.

Your experience negotiating prices or handling supplier communications.

Whether you speak or write Mandarin Chinese.

Confirmation that you can work the required schedule and accept the advertised compensation.

To help us identify applicants who pay attention to detail, please include the phrase "JADE PRODUCTION" at the beginning of your application.

Shortlisted applicants may be asked to complete a small, paid practical assessment involving production tracking and supplier communication.