E-commerce Order Management (Odoo)

We are seeking a highly organized and detail-oriented Virtual Assistant to join our e-commerce team. As a Virtual Assistant, you will be responsible for managing all aspects of order processing, from start to finish, for our custom merchandise business catering to private member clubs. Your role will be crucial in ensuring smooth and efficient order fulfillment and maintaining high customer satisfaction levels.

Responsibilities:
1. Order Processing: Handle the entire order lifecycle, including order review, processing, confirmation/verification, and tracking, ensuring accuracy. In our company, processing an order includes placing an order with the appropriate vendor(s), preparing shipping information, and sending the order details to our production team for embellishment (for example, embroidery). All of this needs to be tracked and logged in the system with extreme accuracy.
3. Inventory Management: Monitor inventory levels, coordinate with suppliers, and initiate reordering when necessary to prevent stockouts and maintain product availability.
4. Shipping and Logistics: Arrange shipping logistics, generate shipping labels, and coordinate with shipping carriers to ensure on-time delivery of orders.
5. Communication: Maintain regular communication with customers, and internal teams to address order-related inquiries, resolve issues, and provide updates on order status.
6. Documentation: Maintain comprehensive and accurate records of orders, including order details, customer preferences, special instructions, and any modifications or changes made during the order process.
7. Troubleshooting: Identify and resolve any issues or delays that may arise during order processing, collaborating with relevant teams to find optimal solutions.
8. Customer Service: Provide exceptional customer service by promptly and professionally responding to customer inquiries related to orders, addressing concerns, and resolving any issues that may arise.
9. Process Improvement: Continuously evaluate and suggest improvements to streamline order processing, enhance efficiency, and improve overall customer experience.

WHO we are looking for:
Our team places a lot of importance on the following characteristics:
1. Communication – Strong communication skills are critical. The ability to communicate well with customers and your team members is of utmost importance.
2. Thoughtfulness – the ability to problem solve and think for yourself. Bring ideas to the team on how we can improve the way things are, or if there is an issue, brainstorm your suggested solution before asking your team what to do. We want our team to think for themselves and always look for ways to improve, rather than act as robots who simply do a task over and over.

Requirements:
– Previous experience in e-commerce order management.
– Familiarity with Odoo e-commerce platforms is ideal.
– Excellent communication skills, both written and verbal. Fluent in English with little-to-no accent is preferred.
– Extreme attention to detail with strong organizational skills.
– Strong work ethic and reliable to show up for work every day.
– Proficient computer skills – , including experience with order management systems, spreadsheets, and email applications.
– Expert in Microsoft Office Suite and/or order management software/spreadsheets
– Strong problem-solving abilities and a proactive approach to resolving issues.
– Ability to multi-task & flexibility to adapt to changing priorities.

Apply now and please let me know how you think your experience and characteristics match to the above roles and requirements.