Job Description

Overview

Our client is seeking a highly organized and detail-oriented Virtual Assistant to support a fast-paced B2B custom promotional items business. This role will involve managing supplier communications, handling customer inquiries, using internal software systems, and coordinating with an offshore team.


The ideal candidate will have strong phone and communication skills, excellent organizational abilities, and experience working with CRM and inventory systems.

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Key Responsibilities

Manage daily communication with suppliers in the U.S. and China.


Track and ensure timely payments to suppliers.


Answer customer phone calls professionally, providing updates and assistance as needed.


Create and manage customer service tickets using Zendesk (or future custom software).


Update orders, shipments, and inventory levels through the internal system.


Utilize QuickBooks for invoicing and order management tasks.


Coordinate with offshore team members for order fulfillment and issue resolution via WhatsApp.


Follow up on open tickets, escalate urgent issues, and maintain thorough records.


Assist with transitioning ticketing from Zendesk to a new custom system when required.

Qualifications

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Proven experience in a customer service, virtual assistant, or administrative support role.


Excellent verbal communication skills; clear, professional phone presence is required.


Familiarity with CRM/ticketing systems (Zendesk experience preferred).


Strong organizational skills and attention to detail.


Ability to work independently and handle multiple tasks efficiently.


Comfortable working with remote teams via tools like WhatsApp.


Reliable internet connection and ability to use PC-based softphone systems (skytektel)


Preference for candidates with no strong accent for customer-facing phone interactions.