Operations VA for Data Entry
Budget: $8 – $15 USD
Position Overview:
The Operations Virtual Assistant will play a critical role in supporting our operations team by managing various administrative and operational tasks. The ideal candidate will be highly organized, detail-oriented, and possess excellent communication skills. Some experience with NetSuite is preferred, along with a strong knowledge of GSuite and Excel.
Key Responsibilities:
Purchase Order Management:
-Assist in placing purchase orders with vendors and ensure accuracy and timeliness.
-Coordinate with vendors to confirm order details, delivery schedules, and pricing.
-Monitor and track purchase orders to ensure timely delivery.
-Coordinate with vendors to resolve any issues or discrepancies.
Inventory Management:
-Create new part numbers in our systems for new products or variants, ensuring consistency and accuracy.
-Track inventory levels and ensure accurate stock counts.
-Coordinate with warehouse and logistics teams to manage inventory movements and shipments.
Vendor Management:
-Assist in locating new vendors and suppliers.
-Conduct research and due diligence on potential vendors.
-Maintain vendor information and relationships.
-Ensure all purchase prices and preferred vendors are filled in on our ERP system (e.g., NetSuite).
-Source products by obtaining price lists from vendors and conducting price analyses to identify cost-saving opportunities and negotiate favorable terms.
-Review vendor's Proforma Invoices (PI) and flag any price increases or discrepancies for further investigation and resolution.
Documentation Management:
-Request product documentation such as Certificates of Analysis (CofA), Technical Data Sheets (TDS), Instructions for Use (IFU), and Material Safety Data Sheets (MSDS) from vendors.
-Convert product documentation to adhere to Filtrous branding guidelines for consistency and branding alignment.
Shipment Tracking:
-Track shipment statuses from vendors to ensure timely delivery and update stakeholders as necessary.
-Monitor shipment progress and address any delays or issues with logistics partners.
Reporting:
-Generate backorder reports daily to identify outstanding orders and coordinate with relevant teams to prioritize fulfillment.
-Generate PCR kit shipment/PO reports daily to track the status of PCR kit shipments and purchase orders, ensuring accuracy and timely delivery.
-Run reports from NetSuite to provide insights into inventory levels, sales performance, and other key metrics.
General Administrative Support:
-Provide administrative support to the operations team as needed.
-Handle correspondence and communications with internal and external stakeholders.
Qualifications:
-Proven experience in an administrative or operations support role.
-Familiarity with NetSuite is a plus.
-Strong proficiency in GSuite (Gmail, Google Drive, Google Sheets, Google Docs) and Microsoft Excel.
-Excellent written and verbal communication skills in English.
-Ability to work independently and efficiently in a remote setting.
-Exceptional organizational skills and attention to detail.
-Strong problem-solving and analytical abilities.
-Tech Savvy: Comfortable with using technology and learning new tools quickly. Proficiency in basic computer skills and familiarity with online research methods.
-Reliability and Integrity: Dependable and trustworthy with a strong work ethic. Ability to maintain confidentiality and handle sensitive information appropriately.
The Operations Virtual Assistant will play a critical role in supporting our operations team by managing various administrative and operational tasks. The ideal candidate will be highly organized, detail-oriented, and possess excellent communication skills. Some experience with NetSuite is preferred, along with a strong knowledge of GSuite and Excel.
Key Responsibilities:
Purchase Order Management:
-Assist in placing purchase orders with vendors and ensure accuracy and timeliness.
-Coordinate with vendors to confirm order details, delivery schedules, and pricing.
-Monitor and track purchase orders to ensure timely delivery.
-Coordinate with vendors to resolve any issues or discrepancies.
Inventory Management:
-Create new part numbers in our systems for new products or variants, ensuring consistency and accuracy.
-Track inventory levels and ensure accurate stock counts.
-Coordinate with warehouse and logistics teams to manage inventory movements and shipments.
Vendor Management:
-Assist in locating new vendors and suppliers.
-Conduct research and due diligence on potential vendors.
-Maintain vendor information and relationships.
-Ensure all purchase prices and preferred vendors are filled in on our ERP system (e.g., NetSuite).
-Source products by obtaining price lists from vendors and conducting price analyses to identify cost-saving opportunities and negotiate favorable terms.
-Review vendor's Proforma Invoices (PI) and flag any price increases or discrepancies for further investigation and resolution.
Documentation Management:
-Request product documentation such as Certificates of Analysis (CofA), Technical Data Sheets (TDS), Instructions for Use (IFU), and Material Safety Data Sheets (MSDS) from vendors.
-Convert product documentation to adhere to Filtrous branding guidelines for consistency and branding alignment.
Shipment Tracking:
-Track shipment statuses from vendors to ensure timely delivery and update stakeholders as necessary.
-Monitor shipment progress and address any delays or issues with logistics partners.
Reporting:
-Generate backorder reports daily to identify outstanding orders and coordinate with relevant teams to prioritize fulfillment.
-Generate PCR kit shipment/PO reports daily to track the status of PCR kit shipments and purchase orders, ensuring accuracy and timely delivery.
-Run reports from NetSuite to provide insights into inventory levels, sales performance, and other key metrics.
General Administrative Support:
-Provide administrative support to the operations team as needed.
-Handle correspondence and communications with internal and external stakeholders.
Qualifications:
-Proven experience in an administrative or operations support role.
-Familiarity with NetSuite is a plus.
-Strong proficiency in GSuite (Gmail, Google Drive, Google Sheets, Google Docs) and Microsoft Excel.
-Excellent written and verbal communication skills in English.
-Ability to work independently and efficiently in a remote setting.
-Exceptional organizational skills and attention to detail.
-Strong problem-solving and analytical abilities.
-Tech Savvy: Comfortable with using technology and learning new tools quickly. Proficiency in basic computer skills and familiarity with online research methods.
-Reliability and Integrity: Dependable and trustworthy with a strong work ethic. Ability to maintain confidentiality and handle sensitive information appropriately.