Job Summary:
We are seeking a reliable and proactive Virtual Assistant to provide administrative, operational, and coordination support to the client/s.
The ideal candidate is highly organized, detail-oriented, and capable of managing multiple tasks independently while maintaining clear and professional communication.
RESPONSIBLITIES
1.      Client Enquiry Management
1.1.    Act as the main point of contact for all client enquiries and requests.
1.2.    Review, interpret, and manage incoming communications, including emails, attachments, and product specifications.
1.3.    Ensure all enquiries are handled promptly, accurately, and followed through to completion.
1.4.    Maintain clear, professional, and timely communication with clients.
2.      Supplier Coordination and Sourcing
2.1.    Identify and coordinate with appropriate suppliers to obtain product information, pricing, and availability.
2.2.    Source details such as stock availability, estimated timelines, and delivery options through supplier platforms and direct communication.
2.3.    Build and maintain effective working relationships with suppliers to ensure timely responses.
3.      Quotation Preparation
3.1.    Prepare accurate and structured quotations based on client requirements and supplier information.
3.2.    Compare multiple supplier options, including pricing, lead times, and shipping methods.
3.3.    Ensure all quotations are complete, aligned with client needs, and submitted for internal review and approval prior to release.
4.      Platform and Data Management
4.1.    Utilize relevant systems (e.g., Shopify, CRMs, or internal tools) to retrieve and manage product and enquiry information.
4.2.    Maintain organized records of client enquiries, supplier responses, and quotation history.
4.3.    Ensure accuracy and consistency of data across all platforms and documentation.
5.      Administrative and Process Support
5.1.    Monitor and follow up on pending supplier responses and client requests.
5.2.    Support continuous improvement of workflows, processes, and documentation.
5.3.    Develop familiarity with products, suppliers, and internal procedures to enhance efficiency and accuracy.
QUALIFICATIONS AND SKILLS
Soft Skills
·        Strong written and verbal communication skills
·        High attention to detail and accuracy
·        Excellent time management and organizational skills
·        Ability to work independently and manage multiple tasks
·        Problem-solving and critical thinking skills
·        Adaptability and responsiveness in a fast-paced environment
Technical Skills
·        Proficiency in e-commerce platforms or CRM systems
·        Experience with email communication and professional correspondence
·        Ability to navigate supplier websites and enquiry systems
·        Competence in Microsoft Office or Google Workspace
·        Basic data tracking and record management skills
Core Competencies:
·        Managing end-to-end client enquiry processes
·        Coordinating with multiple suppliers
·        Sourcing and analyzing product and logistics information
·        Preparing clear, accurate, and professional quotations
·        Maintaining organized and reliable documentation
·        Ensuring all outputs meet client requirements and internal standards
Work Arrangement: In person

Company in the Philippines.