[Hiring] Operations & Administrative Virtual Assistant @20four7VA

Role Description

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia. We are seeking a highly organized, proactive, and resourceful Virtual Assistant to support daily business operations across logistics, finance tracking, sourcing, and administrative workflows.

This role is ideal for a problem-solver who can handle a wide range of responsibilities, think independently, and document processes as they go. The ideal candidate is not expected to be an expert in every area but must be able to learn quickly, ask the right questions, and execute reliably.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

• Order Operations & Logistics Coordination
  • Coordinate with external warehouses regarding shipments and required documentation
  • Prepare and generate invoices using Xero
  • Ensure all shipping and compliance documents are complete and properly organized
  • Update and maintain pricing lists based on sales input
  • Maintain inventory tracking files and ensure accuracy
  • Facilitate smooth order flow from warehouse to customer
• Finance Follow-Up & Payment Tracking
  • Monitor accounts receivable and payable (no accounting required)
  • Track paid and unpaid invoices
  • Send follow-ups or reminders for overdue payments
  • Monitor supplier payment timelines and flag issues internally
  • Maintain clear visibility of financial status across orders
• Sourcing & Supplier Coordination
  • Conduct product sourcing on Alibaba based on provided specifications
  • Identify and shortlist suppliers (10–30 per request as needed)
  • Collect quotations, product specs, and supplier details
  • Organize sourcing data clearly in Google Drive or internal systems
  • Assist with follow-ups and second-round supplier communication
• After-Sales & Customer Support Coordination
  • Track and follow up on after-sales tickets or issues
  • Coordinate internally to ensure timely resolution
  • Maintain organized records of customer concerns and outcomes
• Administrative Support & Process Improvement
  • Organize and maintain company data and documentation
  • Create, update, and refine Standard Operating Procedures (SOPs)
  • Structure workflows and improve internal organization systems
  • Assist in cleaning up and managing internal databases (e.g., Airtable, Drive)
  • Provide general administrative support across teams

Qualifications

• 4+ years experience in administrative, operations, or business support roles
• Strong organizational and multitasking abilities
• Excellent written English communication skills
• Proactive mindset with strong problem-solving ability
• Comfortable handling unfamiliar tasks and figuring things out independently
• High attention to detail and process-oriented thinking
• Experience with tools like Xero, Google Workspace, Airtable, or similar is a plus
• Experience with logistics, invoicing, or sourcing is a plus (not required)

Requirements

• Contracted Hours per Week: 40 hours/week
• Scheduled Working Days: Monday-Friday
• Daily Working Time: Manila / Flexible (aligned loosely with Thailand/Europe overlap; standard business hours; overlap with client preferred)

Benefits

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!