Virtual Assistant (VA) - Essential administrative, financial, and operational tasks, E-commerce company via Shopify

I am looking for a structured, analytical, and self-driven Virtual Assistant (VA) to manage essential
administrative,
financial, and operational tasks in my company. We focus on efficient crisis preparedness,
self-sufficiency,
and technical solutions for water filtration, food production, and off-grid living.
The goal is to free up my time so I can focus on product development and brand building,
while the VA ensures that operations remain organized, cost-effective, and well-managed.
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Responsibilities & Tasks
Financial Administration & Reporting
- Submit invoices and financial documents to Fortnox.
- Maintain contact with the accounting firm and manage communication (including translations via
Google Translate when necessary).
- Create and update a Google Sheets dashboard to track cash flow, profitability, inventory levels,
and 3PL costs.
- Analyze Shopify sales data and suggest cost-saving measures.
Inventory Management & Logistics
- Ensure inventory never runs out by monitoring stock levels in Shopify and updating purchase
plans.
- Track and analyze 3PL costs to find ways to reduce shipping expenses and improve lead times.
- Organize and manage procurement through a Google Drive folder, ensuring all documentation is
up to date.
Supplier & Sourcing Coordination
- Maintain ongoing communication with my sourcing agent to:
- Reduce lead times in manufacturing.
- Identify efficient shipping methods.
- Ensure inventory replenishment happens on time.
- Keep an organized and updated list of supplier contacts and pricing.
Process Optimization & Organization
- Manage email workflow using FrontApp or Missive to separate finance-related emails efficiently.
- Set up and update a Notion dashboard to track:
- Tasks and deadlines.
- Ongoing process improvements.
- Reporting and key performance indicators (KPIs).
- Independently identify areas for improvement and suggest process optimizations each month.
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Key Qualifications & Attributes
- Analytical & structured - You enjoy working with numbers, data, and processes.
- Self-driven & proactive - You don't need constant supervision to deliver results.
- Detail-oriented & reliable - You handle sensitive financial data with accuracy.
- Strong communication & collaboration skills - You will interact directly with the accounting firm and
sourcing agent.
- Effective problem-solver - You think strategically and look for ways to streamline operations.
Required Technical Skills
- Google Sheets & Data Analysis - To build dashboards and analyze financial data.
- Shopify & 3PL Management - Basic understanding of e-commerce logistics and inventory systems.
- Fortnox or similar accounting software - For handling invoices and financial reports.
- Notion or ClickUp - To structure tasks and process improvements.
- Google Drive - For organizing financial documents and reports.
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Next Steps
If you are fast, organized, and analytically skilled and want to become a key player in a company
growing within
self-sufficiency and crisis preparedness, send me your CV and a short summary of why you are the
right person for this role.
Please also answer the following questions:
1. Do you have prior experience handling financial documentation and accounting systems?
2. How would you improve inventory and order management in an e-commerce business?
3. What tools/software are you most comfortable working with?
4. How do you ensure you work independently and efficiently without micromanagement?
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Summary
I am looking for a self-driven, analytical, and structured VA to manage financial administration,
inventory handling, and supplier coordination. The goal is for you to take ownership of these
processes
and optimize them, allowing me to focus on product development and brand growth.