Administrative Virtual Assistant for Amazon FBA Business

Job Description: Administrative Virtual Assistant for Amazon FBA Business

Job Purpose

The Administrative Virtual Assistant supports our Amazon business by managing administrative tasks. This role is pivotal in maintaining account health, ensuring smooth daily operations, compliance, exceptional customer service, inventory management, payroll processing, and reporting.

Job Identification

Position: Administrative Virtual Assistant
Employment Status: Part-time, Work From Home, Regular, 20 hours per week, Opportunity for Full time.
Reports to: Owner, Business Development Manager.

Key Result Areas:

Business Health & Daily Operations
Manage the Amazon store account to maintain good standing, ensuring account and regulatory compliance.
Manage Amazon Seller Central: respond to customer messages, inventory management, address IP complaints, and ensure smooth operations with prep centers and suppliers.
Monitor and manage account health metrics, address issues promptly, and maintain a 90% and above overall rating.
Manage customer reviews, including submitting removal requests for negative reviews.
Warehouse and Inventory Management
Coordinate with prep centers and suppliers, manage inbound orders, and address issues with missing, damaged, or undelivered orders/items.
Manage stranded or restricted inventory and take necessary actions to resolve issues.
Prepare shipping plans, ensure accurate inventory records, and manage aged inventory.
Conduct inventory cleanup, including removal orders for unfulfillable and fulfillable inventory.
Business Operations & Communication

Maintain integrity and completeness of records. Create and maintain weekly & monthly reports.
Communicate effectively with prep centers, suppliers, and Amazon, ensuring smooth operations and prompt resolution of issues.
Manage emails and prioritize urgent matters related to Amazon operations.
Financial Management & Reporting
Perform accurate payroll computation and manage invoices.
Update Inventory Lab and Sellerboard with accurate COGS.
Manage cash flow, including credit card reconciliation in QuickBooks.

Core Competency

High regard for integrity, excellence, collaboration/teamwork, interpersonal skills, and creative thinking/innovation.
Leadership and Managerial Competencies
Strong planning and organizing, results-driven, time management, project management, business acumen, conflict resolution, and proactive approach.
Technical Competency
Proficient in analytical and problem-solving skills, communication (fluent in English – spoken and written), customer service, research, bookkeeping, negotiation, vendor management, inventory management, and technology skills including Google Suite, MS Excel, and various communication tools.

Education and Experience
A graduate of Bachelor of Science in Finance/Accounting Management or a related course.
At least 1 year of substantial work experience in administrative tasks, preferably in an e-commerce or Amazon FBA context.
Required Tools
Desktop/laptop with specific specifications, a stable internet connection, noise-canceling headphones, a web camera, and a quiet and professional workstation.
Offer
Full-time career with a monthly salary, flexible work schedule, incentives, monthly internet subsidy, onboarding tools, personal days/leave, paid holidays, and a 13th-month bonus.

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Values

ADAPTABILITY AND OPENNESS TO CHANGE
Willingness to change, as demonstrated by the readiness to undertake tasks outside of one’s current skill set and job description.
Openness to change, as evidenced by the willingness to listen, comprehend, and incorporate feedback from others.
Collaboratively working together to make informed decisions and implement changes.

STRONG WORK ETHIC
Working above and beyond, such as performing tasks outside of normal working hours.
Working diligently, demonstrated by producing work that requires minimal or no corrections.
Bringing solutions, not problems, to discussions and decision-making processes.

POSITIVE ATTITUDE
Focusing on solutions rather than problems.
Viewing challenges as opportunities.
Demonstrating respect for others, building relationships, and expressing gratitude towards colleagues and peers.

COMMUNICATION
Responding timely, as exemplified by replying within the same day or the first two hours of the following working day.
Understanding and considering others’ perspectives, ideas, and feelings in communications.
Communicating in a clear and precise manner that facilitates easy understanding for all

RESILIENCE
Remaining focused and productive in high-pressure situations.
Persisting in problem-solving, even when initial solutions do not succeed.
Handling criticism constructively and using it as an opportunity for growth.

SERVICE FOCUSED
Seeking win-win resolutions in conflicts or negotiations.
Demonstrating understanding of others’ issues by being able to repeat and clarify their problems back to them.
Maintaining and establishing positive relationships with clients.

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