Operations & Customer Service Virtual Assistant

We’re looking for a highly organized and customer-focused Operations & Customer Service Virtual Assistant to support one of our long-term U.S. clients. This is a remote, full-time role working during U.S. Eastern Time business hours (graveyard shift in the Philippines).

This is a dynamic role where the workload varies throughout the day. You’ll support daily operations, customer service, and administrative tasks. During quieter periods, you’ll be expected to work independently, stay proactive, and help keep operations running smoothly.

Position Details
Position: Operations & Customer Service Virtual Assistant
Employment Type: Independent Contractor
Schedule: Full-Time (40 hours/week)
Work Days: Monday to Friday
Working Hours: U.S. Eastern Time Business Hours (Graveyard Shift in the Philippines)
Location: Remote

Key Responsibilities

• Answer inbound customer phone calls professionally
• Respond to customer and vendor emails
• Prepare customer quotations
• Process customer purchase orders
• Create vendor purchase orders
• Generate customer invoices using Xero
• Maintain customer and vendor records
• Track customer orders and shipments
• Follow up with vendors regarding order status
• Research products and suppliers
• Maintain organized electronic files and documentation
• Provide general administrative support
• Assist with Amazon-related tasks as needed

Required Qualifications

• Excellent written and spoken English
• Professional telephone etiquette and customer service skills
• Minimum of 2 years of hands-on Xero experience
• Experience creating quotations, invoices, purchase orders, and maintaining customer and vendor records in Xero
• Strong Microsoft 365 skills (Outlook, Excel, Word, and Teams)
• Excellent organizational skills and attention to detail
• Ability to work independently
• Reliable high-speed internet connection
• Professional noise-canceling headset
• Quiet, dedicated home office
• Availability to work during U.S. Eastern Time business hours

Preferred Qualifications
Experience in any of the following is an advantage:

• Supporting U.S.-based companies
• Government contracting
• Purchasing and procurement
• Inventory management
• Amazon Seller Central
• RingCentral, Grasshopper, or other VoIP phone systems

Before You Apply
Please prepare the following before completing your application:

• Updated Resume
• Internet speed test result
• Computer specifications
• 2 to 3 minute self-introduction video
• At least two professional references