Administrative Virtual Assistant E-Commerce Operations

Full Job Description

You'll be the operational backbone connecting our remote operations manager, our Florida warehouse team,and our multi-platform marketplace systems. This isn't just data entry—you'll own administrative workflows,coordinate returns, handle customer communications, and spot problems before they become issues. We'relooking for someone who can start with structured tasks and grow into independent decision-making.

Job Responsibilities

Data & Administrative (40% of time):

• Maintain accurate Buy Sheet: log tracking numbers, order IDs, supplier info from email confirmations• Reconcile purchases against invoices; contact suppliers for discrepancies• Import purchase data into inventory management software• Upload invoices/receipts to Google Drive and match with purchase records• Process returns to retail suppliers• Submit Amazon account health claims and reimbursement documentation• Handle tax exemption refund requests for wholesale purchases (we have SOPs)

Customer Service (25% of time):

• Monitor and respond to Amazon/Walmart buyer messages within 24-hour standard• Maintain professional, solution-oriented tone in all communications• Escalate complex issues to management with context and recommended actionReturns Coordination (20% of time):• Monitor FBM Returns in Amazon Seller Central daily• Coordinate physical inspection with warehouse staff (bilingual communication required)• Escalate damaged/wrong items with photos and condition notes• Track Return Dissatisfaction Rate metrics• Growth opportunity: Eventually own full returns workflow (authorize/decline, refunds, fraud claims)

Logistics & Supplier Relations (15% of time):

• Track inbound shipments, follow up on delays• Coordinate FBA/WFS shipment creation with warehouse• Follow up on supplier order status, backorders, invoice issues• Process FBA removal orders as directed

Job Requirements

Job Requirements (Virtual Assistant):• Fluency in both English and Spanish, written and spoken, with the ability to communicate clearly and professionally with customers, suppliers, and internal teams• Prior experience as a virtual assistant, administrative assistant, or in a similar operational role, preferably in ecommerce or marketplace environments• Strong attention to detail and the ability to manage multiple tasks in an organized and consistent manner• Ability to follow standard operating procedures and structured workflows, while also identifying opportunities for improvement• Self directed and capable of working independently, prioritizing tasks, and making decisions within defined guidelines• Experience using Google Workspace, particularly Google Sheets and Google Drive• Comfort working with inventory management systems and marketplace platforms such as Amazon Seller Central and Walmart Seller Center• Customer service experience with a solution oriented mindset and professional communication style• Ability to handle sensitive and confidential information with discretion• Sound judgment in escalating issues, providing clear context and recommended actions• Reliable and stable internet connection with availability to meet response time expectations• Proactive, dependable, and growth minded, with interest in long term development within the role

Skills Required

• Email Management - Expert
• Administration - Intermediate

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