Job Title: Orders Specialist (Virtual Assistant)
Overview
We’re looking for a highly organized, detail-oriented Orders Specialist VA who can take full ownership of the order process—from the moment an order comes in all the way to delivery. This role supports dropshipping, wholesale, and eCommerce operations, ensuring everything runs smoothly, accurately, and on time.
If you love systems, solving problems, and keeping things moving behind the scenes—this role is for you.
- Monday to Friday
- Full-time (40 hours per week)
- 8:00 AM – 5:00 PM CST
- $5–$7 USD per hour (based on experience)
1. Order Processing & Management
- Process incoming orders from email, retailer portals, EDI, and online systems
- Send and release orders to warehouse partners for fulfillment
- Prepare packing slips, labels, pick lists, and shipping documents
- Ensure all orders follow retailer requirements and guidelines
- Track orders from start to delivery, including shipment and tracking updates
- Maintain back-order records and provide updates when needed
- Troubleshoot issues like delays, routing errors, or inventory mismatches
2. EDI & Systems Handling
- Manage EDI transactions (purchase orders, acknowledgments, shipping notices, invoices)
- Ensure all EDI documents are accurate and submitted on time
- Resolve EDI errors or failed transactions quickly
- Maintain compliance with retailer requirements (including labeling standards)
- Work across platforms like Shopify, inventory systems, and retailer portals
3. Amazon & Marketplace Support
- Handle Amazon order processing and shipping workflows
- Support Fulfillment by Amazon (FBA) operations
- Track shipments and maintain accurate records
- Help resolve chargebacks and discrepancies
4. Logistics & Fulfillment Coordination
- Coordinate shipments, including scheduling and documentation
- Communicate with warehouse partners to ensure smooth fulfillment
- Support onboarding of new accounts and processes
- Monitor systems for order and inventory updates
5. Inventory & Product Management
- Upload and manage product listings across platforms
- Monitor stock levels and flag low inventory
- Ensure inventory is accurate and updated daily
6. Communication & Issue Resolution
- Act as the main point of contact for order-related concerns
- Respond to inquiries within 24 business hours
- Identify issues early (delays, stock problems, compliance risks)
- Take full ownership of problems and drive them to resolution
Important:
We sometimes ask for flexible support on related tasks, but nothing outside your skill set—and always with clear communication.
- SPS Commerce (EDI)
- Shopify
- Logiwa (or similar WMS)
- Retailer portals
- Excel / Google Sheets
- ERP or inventory management systems
- Amazon Seller Central
- Experience with EDI systems (SPS Commerce preferred)
- Strong understanding of dropshipping and wholesale workflows
- Experience with Shopify and inventory systems
- Strong Excel skills
- High attention to detail and organization
- Ability to manage multiple orders and deadlines
- Clear and professional written communication
- Knowledge of routing guides and labeling requirements
- Background in eCommerce, retail, or wholesale
- Experience supporting multi-channel businesses
- Familiarity with ERP systems
- Highly organized and process-driven
- Proactive and solution-oriented
- Strong sense of ownership and accountability
- Comfortable working independently in a remote setup
- Tell me about a time when you faced a major setback while working remotely. How did you manage it and what was the outcome?
- Give me an example of a situation where you had to solve a work-related problem with very limited tools or support. What did you do?
- What does success look like to you in your role as a Virtual Assistant—and how do you measure it?