Administrative Support and Order Processing VA
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AI Summary
Manage the end-to-end order process from quotation to delivery, including invoicing and supplier coordination. Handle customer and supplier communications to track shipments and resolve operational issues.
About the client
A promotional products distributor that provides branded merchandise for
businesses. Our products include items like mugs, pens, bags, and key rings,
all designed to help companies market their brands effectively.
As we continue to grow, we seek to outsource administrative
tasks to a skilled Virtual Assistant (VA) who can support our sales team and
ensure smooth operations.
Job Overview:
We are looking for a detail-oriented and organized Virtual Assistant to assist
with the administrative side of our promotional products business. This role
will involve processing orders, managing customer and supplier communication,
and handling invoicing, purchase orders, order tracking, and other
administrative tasks. The ideal candidate should be comfortable with customer
interaction via email and phone calls, and able to use software systems to
track and manage orders.
Key Responsibilities:
- Order
Processing: Manage and process orders from quotation to delivery,
including invoicing, purchase orders, and supplier communication.
- Customer
Interaction: Handle emails and phone calls to communicate order
statuses, delivery tracking, and resolve any issues.
- Supplier
Coordination: Send purchase orders to suppliers, check order
acknowledgments, and confirm delivery dates. Follow up with suppliers for
proof approval, stock updates, and issue resolution.
- Order
Tracking: Maintain up-to-date tracking information and communicate
with customers regarding delivery dates and delays.
- Problem-Solving: Resolve any issues or delays with suppliers, shipping, or products.
- System
Use: Use JobMGT software to track orders and ensure the process is
completed efficiently and accurately.
- Documentation
& SOP Management: Follow standard operating procedures (SOP) and
assist in creating, updating, and refining these documents to ensure
smooth workflow.
Key Qualifications:
- Experience: Proven experience in administrative roles, preferably within a sales or
distribution environment.
- Communication
Skills: Fluent in English, with strong written and verbal
communication skills for emails, phone calls, and Zoom interactions.
- Attention
to Detail: Ability to ensure accuracy in processing orders, handling
payments, and confirming deliveries.
- Technical
Skills: Comfortable using software systems (JobMGT) and basic office
tools (e.g., email, phone, Zoom, etc.).
- Problem-Solving: Strong ability to troubleshoot and resolve issues with suppliers and
shipments promptly.
Working Hours:
- Monday
to Friday, UK business hours
- Full
Time – 9am to 5.30pm UK hrs
Training:
- Initial
training will be provided via Loom videos and documentation, including an
SOP (Standard Operating Procedure) to ensure smooth task management.
Ideal Candidate:
- Fluent
in English with clear communication skills.
- Experienced
with administrative tasks and capable of managing multiple tasks
simultaneously.
- Proactive,
organized, and able to work independently while staying aligned with the
company’s goals.
- Comfortable
working remotely and participating in virtual meetings via Zoom.
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