General Virtual Assistant 

Key Responsibilities: Invoice Processing: Reviewing and verifying invoices to ensure they are accurate and align with purchase orders or contracts. Checking for discrepancies or issues (e.g., incorrect amounts, duplicate payments, or missing documentation) before processing. Payment Processing: Ensuring timely payments to vendors. Maintaining accurate records of all payments and outstanding bills. Reconciliation: Regularly reconciling accounts to ensure all transactions are accurately recorded and there are no discrepancies. Matching invoices with receipts or purchase orders and investigating any mismatches. Vendor Management: Maintaining strong relationships with vendors to ensure smooth communication and resolve payment issues. Responding to vendor inquiries regarding payment status, discrepancies, or issues. Reporting: Preparing reports on accounts payable activity for management, highlighting overdue payments, cash flow, or budget variances. Providing assistance during audits by offering required documentation and explanations. Compliance and Internal Controls: Ensuring adherence to company policies, tax regulations, and accounting standards. Implementing and maintaining internal controls to prevent errors or fraud in the AP process.

Customer Interaction and Relationship Building: Handling Complex Issues: Taking ownership of escalated customer issues or complaints that require special attention, offering personalized solutions, and ensuring customer satisfaction. Building Strong Customer Relationships: Ensuring that the support team builds rapport with customers, fosters loyalty, and enhances the overall customer experience. Follow-up and Feedback: Reaching out to customers after an issue has been resolved to ensure their satisfaction, gather feedback, and improve future service. Collaboration with Other Departments: Coordinating with Product and Development Teams: Communicating customer feedback and support issues to product or development teams, ensuring that recurring problems are addressed and that product improvements are made. Working with Sales and Marketing Teams: Collaborating with sales and marketing to ensure that customer expectations are met and that the company’s messaging aligns with the support experience. Cross-functional Projects: Participating in projects that aim to improve customer experience, product offerings, or operational efficiencies based on insights gained from customer support.

Data Entry and Collection: Inputting Data: Entering accurate information into databases, spreadsheets, or enterprise systems. This can include customer details, financial records, inventory data, or other business-critical information. Data Collection: Gathering data from multiple sources, such as forms, emails, surveys, and reports, ensuring that the collected data is relevant and accurate. Data Verification and Validation: Accuracy Checks: Verifying the accuracy and consistency of entered data to prevent errors that could affect business decisions or operations. Data Cleaning: Identifying and correcting any discrepancies, duplicates, or incomplete entries, ensuring that the dataset is up-to-date and reliable. Data Management and Organization: Organizing Data: Structuring and organizing data in a way that is easy to retrieve and use. This can involve categorizing or tagging data, setting up folders or directories, and maintaining consistent naming conventions. Maintaining Databases: Regularly updating and managing databases to ensure data remains current and accessible. This can involve archiving old records or deleting unnecessary ones. Data Analysis and Reporting: Generating Reports: Using data processing tools like Excel, Google Sheets, or specialized software to generate reports that provide valuable insights for decision-makers or other teams. Data Summarization: Analyzing and summarizing large sets of data to identify trends, patterns, and areas of improvement. Visualizing Data: Creating charts, graphs, and other visual representations of data to present findings in a more digestible and impactful format. Document Management: File Management: Organizing and storing documents, including scanned records, PDF files, or spreadsheets, in a manner that ensures easy access and retrieval. Ensuring Compliance: Ensuring that data and documents are stored in compliance with industry regulations, privacy laws, and company policies. Data Security and Confidentiality: Data Protection: Safeguarding sensitive information through secure systems and protocols. This may involve encryption, access control, and regular data backups. Confidentiality: Maintaining confidentiality when handling private or sensitive data, especially in industries like healthcare, finance, or human resources. Automation and Workflow Optimization: Implementing Automation: Using data processing software to automate repetitive tasks like data entry, sorting, or generating reports. This helps save time and reduces human error. Optimizing Processes: Streamlining workflows to ensure data processing tasks are completed efficiently and that the process is scalable. Support for Other Administrative Tasks: Assisting with Project Management: Providing data support to project managers by tracking project timelines, budgets, and resources. Scheduling and Coordination: Handling scheduling, email management, and other administrative duties while managing data related to appointments, meetings, or travel arrangements.

Order Management: Integrates with NetSuite’s ERP system to manage customer orders, from order creation to fulfillment and invoicing. Allows businesses to track order status, inventory levels, and shipping details, ensuring that customers receive their products on time. Supports order tracking and manages returns, exchanges, and credits in an efficient manner.

Key Responsibilities: Transportation Management: Routing and Scheduling: Planning and optimizing transportation routes for the movement of goods. This includes selecting transportation modes (road, rail, air, sea) and ensuring timely deliveries. Carrier Selection: Choosing the appropriate carriers or transportation providers based on cost, efficiency, and reliability. Freight Management: Managing freight costs and negotiating with third-party logistics (3PL) providers to secure the best rates for transportation services. Inventory Management: Stock Control: Monitoring inventory levels to ensure that the right amount of products are available to meet customer demand, while avoiding overstocking or stockouts. Warehousing: Overseeing warehouse operations, including product storage, picking, packing, and distribution. Ensuring inventory accuracy and efficient use of space. Replenishment: Coordinating the timely replenishment of stock based on sales forecasts, seasonality, and demand patterns. Supply Chain Coordination: Collaboration with Suppliers: Communicating with suppliers to ensure on-time deliveries and smooth inbound logistics operations. Coordination with Internal Teams: Working closely with purchasing, sales, and finance teams to synchronize logistics operations with overall business objectives. Demand Forecasting: Analyzing historical sales data and trends to forecast demand, ensuring that the necessary stock is in place to meet customer needs. Order Fulfillment: Processing Orders: Ensuring that customer orders are processed efficiently and shipped in a timely manner. Order Tracking: Monitoring the status of orders from fulfillment through to delivery, and resolving any issues such as delays, damages, or discrepancies. Customer Communication: Providing customers with order updates, tracking numbers, and resolving inquiries or issues related to shipments. Customs and Compliance: Import/Export Documentation: Managing the documentation and compliance requirements for international shipments, including customs clearance and tariffs. Regulatory Compliance: Ensuring that all logistics activities comply with local, national, and international regulations, including health, safety, and environmental laws. Cost Control and Optimization: Budgeting and Cost Tracking: Monitoring logistics-related expenses, such as transportation, warehousing, and packaging, and looking for opportunities to reduce costs without compromising service quality. Process Improvement: Identifying inefficiencies in logistics operations and implementing process improvements or automation to increase productivity and reduce operational costs. Technology Integration: Using logistics management software (e.g., TMS, WMS, ERP systems) to streamline operations and improve data accuracy. Risk Management and Problem Solving: Damage Control: Managing unexpected issues such as damaged goods, transportation delays, or inventory discrepancies, and finding solutions quickly. Supply Chain Disruptions: Mitigating risks related to supply chain disruptions, such as natural disasters, political instability, or labor strikes, and developing contingency plans. Crisis Management: Dealing with any logistical crises that may arise (e.g., unexpected demand surges, vehicle breakdowns) and minimizing the impact on operations.

Key Responsibilities: Assisting in Sales Administration: Data Entry & Sales Management: Inputting and maintaining accurate customer data, leads, and sales information using SAP Business one,Netsuite, and AppFolio. Sales Reporting: Generating reports on sales performance, pipeline status, and team metrics to track progress and inform strategic decisions. Document Preparation: Creating sales documents, proposals, contracts, and presentations for client meetings, ensuring all materials are up-to-date and aligned with company offerings. Order Processing and Coordination: Order Management: Assisting with the processing of customer orders, ensuring that all necessary details (e.g., product specifications, quantities, delivery information) are recorded accurately. Tracking Deliveries: Coordinating with logistics and production teams to track orders and resolve any issues related to shipping, delivery delays, or product availability. Customer Communication and Relationship Building: Customer Support: Responding to customer inquiries, resolving issues related to products, services, and orders, and providing timely follow-up. Follow-Up on Sales Leads: Supporting sales reps by following up with leads to gather more information, schedule meetings, or help qualify potential clients. Client Retention: Assisting in maintaining customer relationships by sending updates, handling renewals, or managing post-sale support to ensure satisfaction. Sales Team Support: Coordinating Sales Meetings: Scheduling and organizing internal sales meetings or client-facing appointments, ensuring all necessary materials are prepared. Providing Sales Tools and Resources: Ensuring that the sales team has the necessary tools, resources, and training to succeed—this could include creating sales playbooks, maintaining product catalogs, or providing product updates. Supporting Sales Campaigns: Assisting in organizing promotions, email campaigns, or special sales events, and tracking their effectiveness. Sales Lead Qualification: Lead Management: Assisting in lead qualification processes, ensuring leads are properly categorized and ready for the sales team to follow up on. Lead Nurturing: Engaging potential customers through emails, calls, or other outreach strategies to keep them engaged until they are ready for a sales conversation. Sales Forecasting and Planning Support: Market Research: Conducting research on industry trends, competitive analysis, and customer needs to provide valuable insights to the sales team. Forecasting: Assisting in sales forecasting and pipeline management by gathering relevant data, helping to predict future sales performance and plan accordingly.

Inbox Organization: Sorting and Categorizing Emails: Creating folders or labels to categorize emails by type (e.g., urgent, follow-up, read later, projects, etc.) and moving emails into these categories for easy access. Archiving Old Emails: Regularly archiving emails that are no longer needed for immediate reference but may be important for future use, ensuring a clean inbox. Using Filters and Rules: Setting up filters to automatically sort incoming emails into specific folders or labels based on criteria such as sender, subject, or keywords. Prioritizing and Flagging: Flagging Important Emails: Using flags or stars to mark high-priority emails that require immediate attention or action. Responding to Time-Sensitive Emails: Prioritizing emails that need urgent responses, such as customer inquiries, internal team requests, or time-critical notifications. Setting Reminders: Using calendar reminders or task management tools to follow up on emails that require action at a later date. Email Filtering and Unsubscribing: Dealing with Spam: Regularly checking spam/junk folders to ensure important emails aren't misclassified, and unsubscribing from unnecessary mailing lists or newsletters to avoid inbox clutter. Managing Promotional Emails: Creating specific folders for promotional emails or setting rules to direct them to separate tabs or folders for later review. Professional Correspondence: Composing Clear, Professional Emails: Writing concise and effective emails with proper grammar, tone, and structure, tailored to the recipient’s needs and ensuring clarity in communication. Responding in a Timely Manner: Ensuring that emails are responded to promptly, especially when addressing client inquiries, team communications, or deadlines. Using Templates: Creating and using email templates for common responses to streamline communication and save time on repetitive tasks. Managing Multiple Accounts: Handling Multiple Email Accounts: Managing multiple email addresses (e.g., work, personal, client, project-specific) in a central location or through an email client like Outlook or Gmail. Consolidating Communication: Ensuring that emails from different sources are organized in a way that reduces the risk of missing important communication. Security and Confidentiality: Managing Sensitive Information: Being cautious when handling confidential or sensitive information via email, ensuring that it is sent securely (e.g., through encryption or secure file-sharing methods). Preventing Phishing Attacks: Recognizing suspicious or phishing emails and ensuring the proper steps are taken to report or delete them. Collaboration and Team Communication: Sharing Information Efficiently: Using shared email accounts, lists, or groups to communicate with teams, ensuring that important updates are disseminated to all relevant parties. Managing Distribution Lists: Maintaining and updating email distribution lists for projects, departments, or clients, ensuring that the right recipients are always included in communications. Email Follow-ups and Tracking: Tracking Opened Emails: Using email tracking tools or read receipts to determine when recipients open or engage with emails, which is especially helpful for follow-ups. Automating Follow-Ups: Setting reminders or automating follow-up emails for messages that haven't been replied to within a specified timeframe.

Key Responsibilities: Scheduling Meetings and Appointments: Coordinating meetings between clients and vendors. Scheduling internal and external meetings, ensuring there are no conflicts and that all participants are available. Setting up recurring meetings, managing time zones for international meetings, and sending out reminders. Prioritizing Tasks and Events: Identifying and prioritizing meetings and events based on importance and urgency.