[Hiring] Outbound / Operations Virtual Assistant @Activate Talent

Role Description

We are seeking a detail-oriented Outbound / Operations Virtual Assistant to support day-to-day e-commerce operations. This role is primarily focused on managing customer orders, inventory issues, and operational workflows, while also providing support to inbound processes during lower volume periods. The position is internally focused, with communication conducted primarily via text and email, alongside occasional meetings.

Key Responsibilities

• Outbound / Operations Support
  • Manage and process customer orders, ensuring accuracy and timely handling.
  • Monitor and resolve order-related issues, including delays, cancellations, and discrepancies.
  • Track and address out-of-stock items, coordinating with internal teams on inventory updates and resolutions.
  • Maintain and update order and inventory records across systems.
  • Identify operational inefficiencies and recommend process improvements.
• Inbound Support (as needed)
  • Assist with inbound workflows during slower outbound periods.
  • Support internal ticket queues and operational requests.
  • Help ensure the timely resolution of customer-related issues routed internally.
• Internal Communication & Coordination
  • Collaborate with cross-functional teams (e.g., customer support, logistics, merchandising) via Slack, email, or project management tools.
  • Provide clear and timely updates on order statuses, inventory issues, and operational blockers.
  • Participate in occasional team meetings and syncs.

Qualifications

• 2+ years of experience in e-commerce operations, virtual assistance, or a similar role.
• Strong understanding of order management and inventory workflows.
• Close attention to detail and strong organizational skills.
• Proficient in written communication (text and email).
• Comfortable working in a fully remote, internally collaborative environment.
• Experience with tools such as Shopify, Gorgias, Zendesk, or similar platforms is a plus.
• Ability to multitask and adapt to shifting priorities.

Preferred Qualifications

• Prior experience supporting DTC or e-commerce brands.
• Familiarity with inventory management systems and order tracking tools.
• Experience working with remote teams and asynchronous communication.

Success Metrics

• Accuracy and timeliness of order processing.
• Reduction in order-related errors and escalations.
• Efficient handling of out-of-stock and inventory-related issues.
• Responsiveness and clarity in internal communication.