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Administrative Support and Order Processing VA

by | Jun 25, 2026

Administrative Support and Order Processing VA

About the client
A promotional products distributor that provides branded merchandise for businesses. Our products include items like mugs, pens, bags, and key rings, all designed to help companies market their brands effectively.

As we continue to grow, we seek to outsource administrative tasks to a skilled Virtual Assistant (VA) who can support our sales team and ensure smooth operations.

Job Overview:
We are looking for a detail-oriented and organized Virtual Assistant to assist with the administrative side of our promotional products business. This role will involve processing orders, managing customer and supplier communication, and handling invoicing, purchase orders, order tracking, and other administrative tasks. The ideal candidate should be comfortable with customer interaction via email and phone calls, and able to use software systems to track and manage orders.

Key Responsibilities:

  • Order Processing: Manage and process orders from quotation to delivery, including invoicing, purchase orders, and supplier communication.
  • Customer Interaction: Handle emails and phone calls to communicate order statuses, delivery tracking, and resolve any issues.
  • Supplier Coordination: Send purchase orders to suppliers, check order acknowledgments, and confirm delivery dates. Follow up with suppliers for proof approval, stock updates, and issue resolution.
  • Order Tracking: Maintain up-to-date tracking information and communicate with customers regarding delivery dates and delays.
  • Problem-Solving: Resolve any issues or delays with suppliers, shipping, or products.
  • System Use: Use JobMGT software to track orders and ensure the process is completed efficiently and accurately.
  • Documentation & SOP Management: Follow standard operating procedures (SOP) and assist in creating, updating, and refining these documents to ensure smooth workflow.

Key Qualifications:

  • Experience: Proven experience in administrative roles, preferably within a sales or distribution environment.
  • Communication Skills: Fluent in English, with strong written and verbal communication skills for emails, phone calls, and Zoom interactions.
  • Attention to Detail: Ability to ensure accuracy in processing orders, handling payments, and confirming deliveries.
  • Technical Skills: Comfortable using software systems (JobMGT) and basic office tools (e.g., email, phone, Zoom, etc.).
  • Problem-Solving: Strong ability to troubleshoot and resolve issues with suppliers and shipments promptly.

Working Hours:

  • Monday to Friday, UK business hours
  • Full Time – 9am to 5.30pm UK hrs

Training:

  • Initial training will be provided via Loom videos and documentation, including an SOP (Standard Operating Procedure) to ensure smooth task management.

Ideal Candidate:

  • Fluent in English with clear communication skills.
  • Experienced with administrative tasks and capable of managing multiple tasks simultaneously.
  • Proactive, organized, and able to work independently while staying aligned with the company’s goals.
  • Comfortable working remotely and participating in virtual meetings via Zoom.