Job Description
We are seeking a dedicated Virtual Assistant to take over a range of essential daily tasks, ensuring efficient and accurate execution. The ideal candidate will be responsible for a variety of administrative, operational, and coordination tasks, playing a crucial role in our team.
Job Title
-
Logistics and Purchasing Assistant
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Proven experience as a Virtual Assistant or in a similar administrative role.
- Excellent organizational and time management skills.
- Strong communication skills, both written and verbal.
- Proficiency in email management, Google Workspace, and order processing platforms (e.g., ShipStation, Ordermentum).
- Ability to work independently and prioritize tasks effectively.
- Attention to detail and problem-solving abilities.
Job Responsibilities
- Order Management & Logistics:
• Checking delivery addresses, reviewing orders for direct deliveries (DDs), and confirming special instructions with relevant team members (e.g., Vicky, Sarah, Akhil).
• Printing sleeves, creating card messages, and sending pick lists to the packing team.
• Generating AusPost and ShipStation labels for Shopify, wholesale, and corporate orders.
• Adding tracking details to Ordermentum.
• Coordinating with the packing team for internal operations and bulk order dispatches.
• Checking dispatched parcel statuses and confirming deliveries with customers. - Inventory & Stock Management:
• Sending confirmed stock sheets to Akhil.
• Updating the Inventory Stock Sheet with suppliers’ turnaround times. - Communication & Coordination:
• Reviewing and responding to emails, WhatsApp messages, and Dialpad messages from team members (Sarah, Vicky, Shenna, Hannah, Chi) and suppliers.
• Coordinating with the team regarding bakery orders, supplier orders, and stock availability.
• Placing supplier orders via email and website, and following up on undelivered orders.
• Acknowledging messages from the team and Hannah to confirm tasks are addressed.
• Forwarding timesheets to Hannah for approval and then to Chi. - Markets & Festivals Ad Support:
• Updating the market info sheet from Square sales and reviewing cash sales.
• Inputting confirmed events into the stock sheet and updating it weekly.
• Reviewing the calendar for updates and checking the stock sheet for upcoming events.
• Creating design drafts for Instagram posts (pending Hannah’s approval) and compiling lists of weekly events.
• Designing Instagram tiles and forwarding them to Hannah.
• Preparing and drafting market tags for wholesale orders. - Administrative & General Support:
• Reviewing previous messages and emails to ensure no pending tasks are missed.
• Archiving completed and actioned emails.
• Transferring images to Google Drive.
• Updating the NIPS for products (e.g., Milo Milk Choc Cookie) and informing relevant team members.
• Submitting applications or EOIs for upcoming events.
• Reviewing and organizing remaining emails before logging off.
Good luck and God Bless!