Operations & Administrative Virtual Assistant | Vendor Coordination | Billing & Payment Support
I am an experienced Operations and Administrative Virtual Assistant who supports business owners with vendor coordination, logistics planning, billing setup, and day-to-day operational tasks to help keep business operations running smoothly and efficiently.
I have experience working with suppliers, coordinating production and shipments, organizing business records, and assisting with payment processing and billing systems. I am highly organized, detail-oriented, and comfortable managing multiple tasks while maintaining clear communication with vendors, clients, and internal teams.
Key Skills & Responsibilities
Vendor & Supplier Coordination
• Communicate and coordinate with suppliers and manufacturers regarding quotations, product specifications, and availability
• Request and organize supplier quotations and product details
• Follow up with vendors on timelines, production updates, and order status
• Clarify product requirements and coordinate sample requests
• Maintain organized supplier communication and documentation
Production & Order Coordination
• Track production progress and supplier commitments
• Monitor order timelines and confirm production schedules
• Follow up with vendors regarding sample preparation and order completion
• Communicate urgent production updates or adjustments when necessary
Shipping & Logistics Coordination
• Request shipping quotations and compare logistics options
• Evaluate shipping methods based on cost efficiency and delivery timelines
• Coordinate shipment preparation with suppliers
• Monitor delivery schedules and shipment progress
Billing & Payment Processing Support
• Assist with billing setup and invoice creation
• Generate secure payment links using Stripe
• Prepare Klarna payment options to support flexible client payment plans
• Send payment links to patients/clients and assist with payment follow-ups
• Support invoice tracking and payment record organization
Artwork & Design Coordination
• Review artwork proofs before production
• Coordinate design file requirements and formats with suppliers
• Ensure correct file formats are provided for production or printing
• Communicate revisions between designers and vendors
Administrative & Operational Support
• Organize supplier communications, documentation, and operational records
• Prepare vendor inquiry templates and maintain communication tracking
• Track quotations, order details, and timelines
• Provide general administrative support to maintain efficient daily operations
I focus on providing reliable operations support that helps businesses manage vendors, logistics, billing, and administrative processes efficiently.
Verified
