[Hiring] Supplier Sourcing & Business Development Virtual Assistant @Virtual Colleague Philippines

Role Description

We are seeking a proactive, highly organized, and commercially minded Virtual Assistant to support supplier sourcing, procurement research, customer inquiries, and business development. Unlike a traditional administrative VA, this role requires someone who enjoys research, relationship building, and creating organized systems that will allow the company to scale internationally.

The successful candidate will become a key member of the business, helping establish supplier databases, communicate with manufacturers and distributors worldwide, assist with customer quotations, and eventually grow into a leadership role managing future VAs as the company expands.

Primary Responsibilities

• Supplier Research & Database Development
  • Research Australian chemical suppliers
  • Research international suppliers across:
    • India
    • China
    • Malaysia
    • Indonesia
    • Vietnam
  • Build and maintain a centralized supplier database
  • Gather supplier product catalogs
  • Identify preferred suppliers by region
  • Organize supplier information by:
    • Products
    • Chemical grades
    • Geographic location
    • Lead times
    • Logistics capability
  • Maintain updated supplier records
• Procurement & Sourcing Support
  • Source products based on customer inquiries
  • Compare suppliers
  • Request quotations
  • Gather product specifications
  • Verify product availability
  • Research alternative suppliers
  • Monitor pricing trends
  • Assist with procurement decisions
  • Support logistics coordination
• Supplier Relationship Management
  • Reach out to suppliers via professional email
  • Request catalogs and pricing
  • Build long-term supplier relationships
  • Follow up on outstanding requests
  • Coordinate documentation
  • Maintain communication records
  • Escalate supplier issues when necessary
• Customer Inquiry Support
  • Respond to inbound customer inquiries
  • Assist in gathering quotation information
  • Coordinate customer requests
  • Follow up on sales inquiries
  • Organize customer information
  • Assist with lead qualification
  • Support proposal preparation
• Sales & Business Development
  • Conduct market research
  • Research potential customers
  • Identify companies requiring chemical products
  • Build prospect lists
  • Maintain CRM/database
  • Follow up on sales opportunities
  • Support business growth initiatives
  • Assist with regional expansion
• Documentation & Compliance Support
  • Organize Safety Data Sheets (SDS)
  • Maintain product documentation
  • Upload compliance documents
  • Assist with Australian regulatory documentation
  • Organize downloadable product resources
  • Ensure accurate record keeping
• Administrative Support
  • Email management
  • Data entry
  • Documentation management
  • Spreadsheet maintenance
  • Reporting
  • File organization
  • Process documentation
• Occasional Phone Support
  • Receive inbound calls
  • Make outbound calls
  • Clarify customer requirements
  • Contact suppliers when urgent clarification is needed

Future Growth Opportunities

• Managing additional VAs
• Leading a Philippine support team
• Training new staff
• Managing supplier territories
• Supporting international expansion
• Process improvement
• Business operations coordination

Qualifications

• Experience in one or more of the following:
  • Chemical industry
  • Chemical distribution
  • Supply chain
  • Procurement
  • Purchasing
  • Logistics
  • Industrial products
  • Manufacturing
  • Business Development
  • B2B Sales
• Chemical industry experience is preferred but not mandatory, as training will be provided.

Required Skills

• Supplier sourcing
• Procurement support
• Internet research
• Email communication
• Data management
• Excel / Google Sheets
• Database management
• Documentation management
• CRM experience (preferred)
• Microsoft Outlook
• Business writing

Soft Skills

• Excellent written English
• Professional communication
• Strong interpersonal skills
• Time management
• Cultural awareness
• Emotional maturity
• Resilience when dealing with difficult suppliers or customers
• Ability to represent the company professionally
• Strong organizational skills
• Initiative
• Attention to detail
• Long-term mindset

Tools

• Microsoft Outlook
• Microsoft Office
• Excel
• Shared email accounts
• Supplier databases
• Online research platforms
• Company website
• Future CRM/database systems
• Potential future tools:
  • Cloud-based phone system
  • CRM platform
  • Shared supplier database

Working Hours

• Part-Time
• Initial commitment: 10 hours per week
• Flexible schedule
• Daily consistency preferred rather than completing all hours in one day
• Availability for occasional urgent requests

Ideal Candidate

• Enjoys research
• Thinks proactively
• Can build organized systems
• Loves solving problems
• Communicates professionally
• Wants long-term career growth
• Is comfortable working independently
• Wants to become part of a growing international business