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E-commerce Operations Virtual Assistant

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Overview
 
We are a growing e-commerce business selling products across Amazon and Walmart. We work with both domestic and overseas vendors and are looking for a highly reliable and detail-oriented Virtual Assistant to support day-to-day operations. This role is focused on execution and consistency — systems and templates are already in place. The ideal candidate will ensure all processes are followed accurately and operations run smoothly across multiple sales channels.

Key Responsibilities

Amazon FBA Operations

  • Monitor and forecast inventory levels using existing templates
  • Plan and execute inventory replenishment
  • Place purchase orders with vendors
  • Coordinate shipments with freight carriers
  • Track inventory movement and ensure lead times are met
Walmart Direct Orders (Daily Execution)
  • Process customer orders twice daily (morning & afternoon)
  • Download order reports and upload into shipping software (ShipStation)
  • Generate and organize shipping labels by SKU
  • Send sorted labels to warehouse for fulfillment
  • Upload tracking numbers back into Walmart
Walmart Bulk Orders (B2B Fulfillment)
  • Review and confirm purchase orders from Walmart
  • Coordinate inventory availability with warehouse/vendor
  • Schedule and manage carrier pickups
  • Generate required documentation:
    • Bill of Lading (BOL)
    • Advanced Shipment Notice (ASN)
    • Invoice
Inventory Planning & Supply Chain Support
  • Maintain inventory levels across all channels
  • Track overseas shipments with 60–90 day lead times
  • Provide weekly production quotas to vendors
  • Assist with pricing and sourcing (manufacturers + freight)
Accounting & Documentation
  • Accurately enter all transactions into QuickBooks
    • Sales orders
    • Invoices
    • Payments
  • Maintain clean and organized financial records
Additional Tasks
  • Daily checks on product listings and ad placements
  • Enter inventory received from vendors
  • Open and manage cases with Amazon/Walmart when issues arise
Requirements
 
MUST HAVE

  • Strong attention to detail (non-negotiable)
  • Ability to follow SOPs and processes accurately
  • Experience with Excel / spreadsheets
  • Basic experience with QuickBooks (invoicing, order entry)
  • Strong organizational and time management skills

NICE TO HAVE

  • Experience with Amazon FBA or Walmart Seller Center
  • Familiarity with ShipStation or similar shipping tools
  • Exposure to inventory planning or supply chain operations

Ideal Candidate

  • Process-driven and highly reliable
  • Comfortable with repetitive, structured tasks
  • Proactive in identifying and preventing errors
  • Able to manage multiple workflows across different systems
  • Looking for a long-term role with growth potential

To apply for this job please visit jobs.lever.co.

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