Virtual Assistant - Logistics

We are looking for a highly organized and detail-oriented Executive Assistant with a strong focus on operations and finance. This role will play a critical part in managing retail invoicing, logistics coordination, and administrative processes, ensuring smooth day-to-day operations.

The ideal candidate is proactive, analytical, and highly proficient in Excel, Notion, and other productivity tools.

Key Responsibilities

Retail & Finance Support

-Manage weekly invoicing, ensuring accuracy and timely processing.

-Oversee EDI (Electronic Data Interchange) transactions for retail partners

-Coordinate shipping fulfillment and 3PL (Third-Party Logistics) operations

Operations & Logistics

-Handle routing requests, ensuring compliance with retail and distributor requirements.

-Track and update shipment status, proactively resolving any delays or issues.

-Support forecasting and stockkeeping to maintain optimal inventory levels.

Administrative & Process Support

-Complete and submit PO (Purchase Order) forms with attention to detail

-Assist with onboarding for new team members, vendors, or partners.

-Maintain and update records for finance, logistics, and operations.

Requirements

-Excel & Google Sheets Strong ability to manage and analyze data

-Notion & Productivity Tools Comfortable with workflow automation an documentation.

-EDI Systems Experience with retail data exchange and processing

-Attention to Detail Ensuring accuracy in invoices, PO forms, and shipmen records.

-Problem-Solving Mindset Proactively managing operational and financial tasks efficiently