Virtual Assistant for Import Operations Coordination
Budget: $15 – $25 USD
Import & Purchasing Coordinator (Virtual Assistant – Operations Focus)
Overview
We are seeking a highly organized, detail-oriented virtual assistant to support our purchasing and import operations. This role will work directly with ownership to manage product tracking, coordinate with international receivers, and organize documentation related to incoming inventory.
This is not a basic admin role. We are looking for someone who can bring structure, follow through on details, and help streamline a fast-moving purchasing and logistics process.
Key Responsibilities
1. Purchase Tracking & Cataloging
Monitor purchasing activity (via shared email access)
Log all purchased items into a centralized tracking system (Google Sheets)
Maintain accurate records including:
Product images (thumbnails)
Vendor/source
Purchase cost
Product descriptions/details
Category/type classification
Destination (receiver/location)
Status updates (purchased, received, packed, shipped)
2. Receiver-Based Inventory Management
Maintain separate tracking sheets for each receiver/location
Track what inventory is currently at each location before shipment
Ensure all data is accurate and up to date
3. Container Planning & Manifest Creation
Organize purchased items into planned container shipments
Build clear, structured manifests for receivers to follow
Help shift the process from reactive packing to planned container loading
4. Vendor & Receiver Communication
Communicate directly with receivers and vendors as needed
Share manifests and packing instructions
Follow up on:
Packing progress
Missing item details
Dimensions, weights, and cubic measurements
Ensure timely and consistent communication without constant oversight
5. Documentation Management
Organize and maintain:
Invoices
Packing lists
Product details and classifications
Ensure all documentation is complete and easily accessible for import processes
6. Internal Coordination
Act as a communication bridge between:
Purchasing (owner)
Receivers
Internal warehouse/inbound team
Provide updates on incoming shipments and container timelines
Share manifests with internal team ahead of arrivals
7. Weekly Reporting
Provide a structured weekly report including:
Items purchased that week
Inventory by receiver/location
Container status updates
Missing or incomplete data
Delays or risks
Expected incoming shipments
Ideal Candidate
Extremely detail-oriented and organized
Strong written communication skills
Comfortable managing and maintaining structured data (Google Sheets required)
Proactive with follow-ups and task ownership
Able to manage multiple moving parts without losing track of details
Experience in logistics, purchasing, or import/export is a strong plus (not required, but preferred)
Tools & Systems
Google Sheets (required)
Gmail (shared inbox management)
Slack (internal communication)
Engagement Details
Hours: ~4–6 hours/day (flexible depending on workload)
Type: Ongoing / long-term
Time Zone: Some overlap with U.S. Eastern Time preferred
Success Looks Like
Purchasing data is fully organized and centralized
Clear visibility into what inventory is at each receiver
Containers are planned and documented before shipment
Communication with receivers is consistent and proactive
Ownership is no longer managing day-to-day tracking and follow-ups
To Apply
Please include:
A brief description of your experience with logistics, purchasing, or operations coordination
An example of a system or process you’ve organized or improved
Your availability (hours per day/week)
You will be given a small sample of purchase data and asked to organize it into a structured tracking sheet. This helps us evaluate attention to detail and organization skills.
Overview
We are seeking a highly organized, detail-oriented virtual assistant to support our purchasing and import operations. This role will work directly with ownership to manage product tracking, coordinate with international receivers, and organize documentation related to incoming inventory.
This is not a basic admin role. We are looking for someone who can bring structure, follow through on details, and help streamline a fast-moving purchasing and logistics process.
Key Responsibilities
1. Purchase Tracking & Cataloging
Monitor purchasing activity (via shared email access)
Log all purchased items into a centralized tracking system (Google Sheets)
Maintain accurate records including:
Product images (thumbnails)
Vendor/source
Purchase cost
Product descriptions/details
Category/type classification
Destination (receiver/location)
Status updates (purchased, received, packed, shipped)
2. Receiver-Based Inventory Management
Maintain separate tracking sheets for each receiver/location
Track what inventory is currently at each location before shipment
Ensure all data is accurate and up to date
3. Container Planning & Manifest Creation
Organize purchased items into planned container shipments
Build clear, structured manifests for receivers to follow
Help shift the process from reactive packing to planned container loading
4. Vendor & Receiver Communication
Communicate directly with receivers and vendors as needed
Share manifests and packing instructions
Follow up on:
Packing progress
Missing item details
Dimensions, weights, and cubic measurements
Ensure timely and consistent communication without constant oversight
5. Documentation Management
Organize and maintain:
Invoices
Packing lists
Product details and classifications
Ensure all documentation is complete and easily accessible for import processes
6. Internal Coordination
Act as a communication bridge between:
Purchasing (owner)
Receivers
Internal warehouse/inbound team
Provide updates on incoming shipments and container timelines
Share manifests with internal team ahead of arrivals
7. Weekly Reporting
Provide a structured weekly report including:
Items purchased that week
Inventory by receiver/location
Container status updates
Missing or incomplete data
Delays or risks
Expected incoming shipments
Ideal Candidate
Extremely detail-oriented and organized
Strong written communication skills
Comfortable managing and maintaining structured data (Google Sheets required)
Proactive with follow-ups and task ownership
Able to manage multiple moving parts without losing track of details
Experience in logistics, purchasing, or import/export is a strong plus (not required, but preferred)
Tools & Systems
Google Sheets (required)
Gmail (shared inbox management)
Slack (internal communication)
Engagement Details
Hours: ~4–6 hours/day (flexible depending on workload)
Type: Ongoing / long-term
Time Zone: Some overlap with U.S. Eastern Time preferred
Success Looks Like
Purchasing data is fully organized and centralized
Clear visibility into what inventory is at each receiver
Containers are planned and documented before shipment
Communication with receivers is consistent and proactive
Ownership is no longer managing day-to-day tracking and follow-ups
To Apply
Please include:
A brief description of your experience with logistics, purchasing, or operations coordination
An example of a system or process you’ve organized or improved
Your availability (hours per day/week)
You will be given a small sample of purchase data and asked to organize it into a structured tracking sheet. This helps us evaluate attention to detail and organization skills.