Part Time Data Entry / Admin

Virtual Assistant Part Time Job Responsibilities: Please read carefully!

Daily Main Responsibilities:

1. Customer Service Email:
-Check all Flagged Emails and reply to customers (who have not been replied to) with appropriate response according to subject. If you don’t know how to respond you can ask David or use protocol list located on Dropbox. There is a protocol list of general responses for customers.

-After reading each flagged email, add the specific task to Google Sheet “to do” list, located on Dropbox. Examples of tasks are: Sending replacements items to customers, Sending catalogs to reps, etc.

2. Input Wholesale Orders.
– Input purchase orders (PO) into QuickBooks Commerce.
This includes email orders and/or wholesale orders from our wholesale platforms. The platforms are Brandwise, Market Time, Vendor Desk, and Faire.
– We always need to make sure the order has 3 things on it. Ship Date, PO # on top and Sales Rep Group and Rep tags on bottom.
– If it is a New Customer, we input them as a new relationship into Commerce with customer notes. Notes examples: Pendants Carded, Barcodes, or Stackable. Then input order

3. Input the new customers into retail locations on Shopify website and add their email into the wholesale customer list on Klayvio (our email platform).

*** When you are applying to this position, please start message and mention if you have experience with Shopify or any inventory management, or any of these platforms listed in email. ***

Monthly Main Responsibilities

1. Updating Website Retail Locations on Shopify
-Making sure we don’t miss any on our website

2. Rep Group Commissions Report
– Use Commerce to search for paid orders and create monthly report on Excel.
– Use Commerce to pay group and then email them the report

3. Update on YTD Reports
-Search orders for the month from each Rep Group and update YTD excel report on Dropbox

4. Take new Emails from Mailchimp and add them to Klayvio. (Erase list from Mailchimp after)

Yearly and Ongoing Extra tasks:

1. Organization and Updating Website (Working on the business)
2. Emailing Customers with new Promotions
3. Blog Post Writing and adding SEO to website
4. Update protocols, to do’s, including updating and organizing this list of VA responsibilities

*** When you are applying to this position, please first mention what experience you have in any of the platformed mentioned then next mention if your level of organization from 1-10.

*Organization: Don’t let things slip through the cracks or miss deadlines.

EXPECTATIONS FOR THE JOB:

-RELIABLE web and INTERNET service and available for me to contact you during your whole shift. Responsive!
-Mandatory Skills: Online Platforms, Excel, Word etc.
-Mastery level in writing communication in English.
-Be on time! Be ready to work at scheduled time. (If you are going to be late, let me know.)
-Ask questions if you don’t know, are stuck or not sure.
If you do something wrong or forget, please acknowledge your mistake, to ensure you understand the mistake, so the task will be correct for next time.
Note: If you can’t get a hold of me during a project or when shift is starting, move on to the last thing you were working on or next most important project.
-Do things the way I asked. If you have a better idea, I am open to suggestions.
-Meet deadlines. Ask when a project is due if you’re not sure and if I add a project please ask if it is more important than what you are working on.
-Customer Service is the up most importance!

Look forward to working with you.

Please start your reply to application email with Hi David. Let us know why you would be a good fit for this position. Also don’t forget to answer questions from above. Remember this is a part time job and I want to be able to rely on you to work when you say you are.

Reliability, trust and communication is the most important!

Thank you!