Virtual Assistant – $22.25 – $29.75/hr
The Virtual Assistant will provide comprehensive remote administrative and operational support to the manufacturing company’s management and production teams. This role involves handling communication, documentation, data entry, purchasing coordination, and scheduling tasks to ensure smooth daily operations. The ideal candidate is organized, detail-oriented, and familiar with manufacturing workflows, procurement, and supply chain processes.
Responsibilities
- Manage and organize company files, records, and digital documentation.
- Schedule and coordinate virtual meetings, production planning sessions, and supplier calls.
- Prepare and maintain reports, purchase orders, and invoices.
- Assist with the preparation of quotations, proposals, and manufacturing job sheets.
- Support procurement activities by obtaining supplier quotations and tracking orders.
- Coordinate with the logistics team or vendors to ensure timely delivery of materials.
- Maintain updated records of inventory levels and supplier databases.
- Act as a remote point of contact for internal departments, clients, and suppliers.
- Handle emails, chat inquiries, and phone calls professionally and efficiently.
- Prepare and send routine updates, reminders, and follow-ups to stakeholders.
- Input and manage data in ERP or manufacturing software systems.
- Track production progress, delivery schedules, and material usage.
- Generate weekly or monthly reports on operations, procurement, and performance metrics.
- Ensure all documents are properly formatted, named, and archived.
- Support the creation of standard operating procedures (SOPs) and process documentation.
- Assist with quality assurance documentation and compliance recordkeeping.
- Help coordinate production timelines and monitor milestones.
- Support project managers in resource tracking and communication with stakeholders.
- Assist in research and vendor sourcing for new machinery, tools, or raw materials.
Qualifications & Skills
- 1+ years of experience as a Virtual Assistant, Administrative Assistant, or Operations Coordinator.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with ERP systems (SAP, Oracle, Zoho, or similar).
- Comfortable with digital collaboration tools (Google Workspace, Slack, Zoom, Microsoft Teams, Trello, Asana, etc.).
- Basic knowledge of inventory tracking or procurement tools is a plus.
- Strong organizational and multitasking abilities.
- Excellent communication and interpersonal skills.
- Attention to detail and accuracy in documentation.
- Ability to work independently with minimal supervision.
- Time management and task prioritization in a remote setup.