CPT-10998 Operations & Administrative Virtual Assistant

• →Coordinate with external warehouses regarding shipments and required documentation
• →Prepare and generate invoices using Xero
• →Ensure all shipping and compliance documents are complete and properly organized
• →Update and maintain pricing lists based on sales input
• →Maintain inventory tracking files and ensure accuracy
• →Facilitate smooth order flow from warehouse to customer

• Monitor accounts receivable and payable (no accounting required)
• Track paid and unpaid invoices
• Send follow-ups or reminders for overdue payments
• Monitor supplier payment timelines and flag issues internally
• Maintain clear visibility of financial status across orders

• Conduct product sourcing on Alibaba based on provided specifications
• Identify and shortlist suppliers (10–30 per request as needed)
• Collect quotations, product specs, and supplier details
• Organize sourcing data clearly in Google Drive or internal systems
• Assist with follow-ups and second-round supplier communication

• Track and follow up on after-sales tickets or issues
• Coordinate internally to ensure timely resolution
• Maintain organized records of customer concerns and outcomes

• Organize and maintain company data and documentation
• Create, update, and refine Standard Operating Procedures (SOPs)
• Structure workflows and improve internal organization systems
• Assist in cleaning up and managing internal databases (e.g., Airtable, Drive)
• Provide general administrative support across teams

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• 4+ years experience in administrative, operations, or business support roles
• Strong organizational and multitasking abilities
• Excellent written English communication skills
• Proactive mindset with strong problem-solving ability
• Comfortable handling unfamiliar tasks and figuring things out independently
• High attention to detail and process-oriented thinking
• Experience with tools like Xero, Google Workspace, Airtable, or similar is a plus
• Experience with logistics, invoicing, or sourcing is a plus (not required)

• Contracted Hours per Week: 40 Hours
• Scheduled Working Days: Monday through Friday
• Daily Working Time: Manila / Flexible (aligned loosely with Thailand/Europe overlap; standard business hours; overlap with client preferred)

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Junior-Senior Level
• Contracted Hours per Week: 40 hours/week
• Daily Working Time: Manila / Flexible (aligned loosely with Thailand/Europe overlap; standard business hours; overlap with client preferred)
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English (Fluent – written communication critical)
• ACCENT PREFERENCE: Level A-C (Good English communication required)
• REGION PREFERENCES: Any