Online Legendary Virtual Assistant, Store Manager, Invoice Clerk and Sales Assistant for High End Shopify Store. Are you

Background:
We are an Online UK Coffee Store business that was established in February 2023, we operate solely on Shopify and we serve high end clients all across the UK selling Coffee Machines that range in price between £500-£30,000 GBP. Our client’s range between home/domestic users and commercial customers. We have been making consistent sales of £50-70k per month since August 2024. Currently have 1 VA who looks after the product uploading on the shop and we are now looking to expand and hire someone to run the daily operations of the business so myself (the owner) can expand our sales and marketing platforms.

Job Description:
Looking for a highly experienced VA to run the daily operations of the business, this will include organising customer orders, emailing customers updates about their order, communicating with suppliers around stock availability, uploading invoices, checking stock levels, management of the email account, including multiple other roles. You will have the opportunity to interact with customers and also work on new projects we are currently building to improve the customer experience. As a business we want to foster an open and inclusive workplace environment where ideas are shared & accepted, and issues can be raised without fear of judgement or persecution. You won’t just be working for the business you will become an integral part of the team that will be essential to keeping the business running. There are opportunities for building and creating new projects, paid training and continual growth.

Soft Skills:
Happy to learn new software and technology as the job role grows
Polite and consistent attitude
Motivated with an attitude that is positive towards solving problems.
A desire to be a part of the business and help it grow

Basic Skills:
Experience with Shopify platform
Experience with Shopify’s ordering platform
Experience with Customer interaction (Will need very good English, basically perfect.) Will be sending emails to customers and talking to suppliers. This will include:
- Requesting stock levels or manually checking stock levels
- Call suppliers to place an order or check stock levels
- Sending personal emails to customers; thanking them for the order, explaining any delays with orders, sending some random freebies, requesting reviews and asking them to contact you if they need any help or have questions in the future.
Shopify inventory checks and updates – Manual input into shopify. Moving data from supplier site over to ours. Emailing suppliers for inventory checks
Data Input
Microsoft Word, Excel (desirable)
Google Docs Proficient (Desirable).
Use FAQ’s and resources and present correct information to customers
Happy to learn new software and technology as the job role grows
Polite and consistent attitude
Great English speaking – Level C1/C2 OR IELTS Band 8/9


List of Jobs:
Dealing with Shopify Orders – Products, coffee plants, service plans etc
Booking in service plans and installs via our online portal.
Writing Personal emails to customers updating and thanking them about their order.
Actively performing fraud system checks before placing order – done via our site
Inputting Delivery/Tracking information from suppliers
Request and Transfer Customer reviews
Check stock levels
Add agreed discounts and sales onto the store
Product Uploading
Bookkeeping – updating our invoices and payment spreadsheet
Organising all Invoices in our email inbox and adding them into a Google Drive.
Uploading Invoices to Xero
** Main jobs to begin with will be Shopify orders, inventory checks and conversing with customers. Options to change job roles and tasks later on or work flexibly with another VA.

Responsibilities:
Processing Orders – Fraud Checks, capture payments once stock is confirmed, email customer about order, talk to suppliers. Get tracking information from supplier.
Check stock levels for certain brands –
Invoices – Add Into Xero.
Invoices – Add into work spreadsheet and google drive.
Manage emails – Tell me about any emails you don’t know about or can’t answer. Any new sales coming up I should be aware of.
Product uploads.
Designing adverts and items for the website.
Checkout page improvements
Designs and advice about website and improvements needed. – implements designs and new ideas.
Help design a new tracking system for any customer issues or parts that need ordering. A new tracking system / calendar for customer installations is also needed.

Dealing with Any commercial customers (for commercial machines or large orders,) organise them and send to me or another sales manager to close the deal.
Job Responsibilities will reduce as we get busier, and your job role will move into a more managerial role helping the other VA’s complete their tasks as well as your own. This is depending on performance and experience.

Benefits:
Competitive Pay - £5.00 GBP an hour. 18-40 hours per week.
18 hours per week starting, move up to 40 hours per week after 4 week probation.
Dealing with Hi-end goods and products, £500-upwards. (hi end clients).
Work from home (virtual role)
Support for any training needed will be provided by the company
Multi job roles and experiences are available
Fun, hardworking and open environment. Options to progress and get paid training.

Salary:
£5.00 an hour, at Full-Time. With an option for performance based bonuses.
Options for a pay-rise as the business grows.
£800 Per month on Full time / 60,057 PHP
£360 on Part time (first 4 weeks) / 30,028PHP

Work Schedule & Holidays:
Monday – Friday (8hours per day, starting on 4 hours per day) 9-5/10-4. Job will be set hours -Option for flexible days/hours on request (depending on reason).
Start on part-time for 4 weeks. Move up to full-time after 4 weeks. Probation is 4 weeks.
You can book up to 25 days holiday for the year. Business shuts down over Christmas.


Training:
We can provide any paid training that is needed, or you feel is necessary to fulfil your role.
Career Potential:
Options to change roles and learn new systems as the business grows, salary increases are available as well.

How to apply:
Requirements:
Send in your C.V and a cover letter stating why you would like the role and how your current skills match the job description.
30 second video showcasing why you would be good for this role and any special attitudes or skills that you believe would help ourselves and the business grow.
Use 7 apply points when applying

Posting ends on the 10th of April

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