Virtual Assistant for E-commerce Beauty Operations
Budget / SalaryHourly project
TypeFreelance project
LocationRemote
Posted2 hours ago
Description
We run a fast-growing liquidation and beauty e-commerce business in Miami — live selling platforms, a 500+ SKU warehouse, and a growing wholesale division. The Director of Operations needs a right-hand virtual assistant to handle the behind-the-scenes admin work so he can focus on sales and scaling the business.
This is not a "wait for a task list" role. You'll own recurring workflows end-to-end, AND be ready to jump on whatever comes up — when he reaches out, you handle it. This is a long-term role that will grow in scope (and hours) as you prove yourself.
Your recurring workflows:
Deal prep pipeline (core workflow): every time we place a purchase order, you receive the product list and pricing. You build the sales price list, update our master cost sheet (and check off the date it was completed in our tracker), and prepare the warehouse check-in list — all BEFORE the goods arrive, so the warehouse team just prints your list and starts counting.
Invoices & commission tracking: after sales calls, you receive the deal details, put the invoice together, track payment, and log everything in one central commission tracker.
Weekly Operations Report (crucial): every Monday morning, you fill in our slide template from our systems — inbound orders and their prep status, orders shipped, warehouse crew output, wholesale sold and in-the-works, payments outstanding. This deck runs our weekly operations meeting. You also prep the agenda and chase the action items afterward.
Pipeline visibility: monitor our system for what's sold, what's in the works, and what's inbound — keep it summarized so nobody has to dig.
Client follow-ups: track deliveries and draft friendly check-in messages to wholesale clients 7–10 days after their order lands.
Daily admin: inbox triage, calendar, end-of-day recap, and a running "waiting on" list you chase until closed.
Document everything you learn as simple step-by-step SOPs.
What we provide: templates for everything (slides, checklists, trackers), documented processes, a 30-day structured onboarding, and a weekly operations meeting rhythm. Everything else is async — we care about output, not hours online.
Requirements:
Excellent written English — you'll draft messages that go to real clients
Strong Excel / Google Sheets (formulas, sorting, formatting large product lists)
Comfortable with PowerPoint / Google Slides (you'll update a template, not design from scratch)
Available for at least 2–3 hours of overlap with U.S. Eastern Time each weekday morning
Responsive: acknowledge requests within 1 hour during your working hours
Insanely detail-oriented — our invoices, cost sheets, and inventory counts must be exact
Reliable internet, own computer, able to start within 1 weeks
Nice to have (not required):
Experience with e-commerce, wholesale, inventory, or logistics
Prior long-term VA role with a U.S. company (include the reference)
Hours & Pay: 10–20 hrs/week to start. Pay: state your hourly rate in your proposal. Long-term and stable, with growth into more hours and more responsibility as the business scales.
How to apply: Answer the 5 screening questions below. Applications that ignore the questions or paste generic cover letters are deleted unread. Start your proposal with the word "PINEAPPLE" so we know you read this far.
Screening Questions (paste into the platform's screening section)
Describe a recurring workflow you owned end-to-end in a previous role (a report, a tracker, a process). What were the steps, and how did you make sure nothing was missed?
We placed a purchase order Monday; the goods arrive Friday. You've received the product list and pricing. Walk me through everything you would have ready before Friday, in order.
What is your experience level with Excel/Google Sheets? Describe the most complex thing you've built or maintained in a spreadsheet.
What hours (in U.S. Eastern Time) are you available Monday–Friday, and what is your hourly rate?
Write a 2–3 sentence friendly check-in message to a wholesale client named Maria who received a shipment of beauty products 10 days ago. (This shows us your written English and tone — don't overthink it.)
We run a fast-growing liquidation and beauty e-commerce business in Miami — live selling platforms, a 500+ SKU warehouse, and a growing wholesale division. The Director of Operations needs a right-hand virtual assistant to handle the behind-the-scenes admin work so he can focus on sales and scaling the business.
This is not a "wait for a task list" role. You'll own recurring workflows end-to-end, AND be ready to jump on whatever comes up — when he reaches out, you handle it. This is a long-term role that will grow in scope (and hours) as you prove yourself.
Your recurring workflows:
Deal prep pipeline (core workflow): every time we place a purchase order, you receive the product list and pricing. You build the sales price list, update our master cost sheet (and check off the date it was completed in our tracker), and prepare the warehouse check-in list — all BEFORE the goods arrive, so the warehouse team just prints your list and starts counting.
Invoices & commission tracking: after sales calls, you receive the deal details, put the invoice together, track payment, and log everything in one central commission tracker.
Weekly Operations Report (crucial): every Monday morning, you fill in our slide template from our systems — inbound orders and their prep status, orders shipped, warehouse crew output, wholesale sold and in-the-works, payments outstanding. This deck runs our weekly operations meeting. You also prep the agenda and chase the action items afterward.
Pipeline visibility: monitor our system for what's sold, what's in the works, and what's inbound — keep it summarized so nobody has to dig.
Client follow-ups: track deliveries and draft friendly check-in messages to wholesale clients 7–10 days after their order lands.
Daily admin: inbox triage, calendar, end-of-day recap, and a running "waiting on" list you chase until closed.
Document everything you learn as simple step-by-step SOPs.
What we provide: templates for everything (slides, checklists, trackers), documented processes, a 30-day structured onboarding, and a weekly operations meeting rhythm. Everything else is async — we care about output, not hours online.
Requirements:
Excellent written English — you'll draft messages that go to real clients
Strong Excel / Google Sheets (formulas, sorting, formatting large product lists)
Comfortable with PowerPoint / Google Slides (you'll update a template, not design from scratch)
Available for at least 2–3 hours of overlap with U.S. Eastern Time each weekday morning
Responsive: acknowledge requests within 1 hour during your working hours
Insanely detail-oriented — our invoices, cost sheets, and inventory counts must be exact
Reliable internet, own computer, able to start within 1 weeks
Nice to have (not required):
Experience with e-commerce, wholesale, inventory, or logistics
Prior long-term VA role with a U.S. company (include the reference)
Hours & Pay: 10–20 hrs/week to start. Pay: state your hourly rate in your proposal. Long-term and stable, with growth into more hours and more responsibility as the business scales.
How to apply: Answer the 5 screening questions below. Applications that ignore the questions or paste generic cover letters are deleted unread. Start your proposal with the word "PINEAPPLE" so we know you read this far.
Screening Questions (paste into the platform's screening section)
Describe a recurring workflow you owned end-to-end in a previous role (a report, a tracker, a process). What were the steps, and how did you make sure nothing was missed?
We placed a purchase order Monday; the goods arrive Friday. You've received the product list and pricing. Walk me through everything you would have ready before Friday, in order.
What is your experience level with Excel/Google Sheets? Describe the most complex thing you've built or maintained in a spreadsheet.
What hours (in U.S. Eastern Time) are you available Monday–Friday, and what is your hourly rate?
Write a 2–3 sentence friendly check-in message to a wholesale client named Maria who received a shipment of beauty products 10 days ago. (This shows us your written English and tone — don't overthink it.)
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