Admin & Operations VA

Job Summary: We’re out to find a proactive and highly organized Operations & Admin Virtual Assistant to help run and grow a fast-moving beauty and cosmetics e-commerce business selling on Amazon and Walmart. You’ll oversee our existing automated systems, keep a close watch on performance and competitors, coordinate with suppliers, and pull together the data and insights behind key business decisions. The candidate we have in mind is comfortable with AI tools, thrives with independence, and has a sharp eye for catching issues before they turn into problems.

Key Responsibilities:

• Oversee and maintain our existing semi-automated systems so everything runs smoothly day to day
• Spot, flag, and follow up on data mismatches, bugs, and errors across platforms
• Produce clear, accurate daily reports on store operations and performance
• Communicate with suppliers and vendors and follow up to keep orders and timelines on track
• Monitor competitors, pricing trends, product listings, and relevant industry forums
• Gather and organize data and insights that support the owner’s decisions
• Handle general administrative tasks and customer follow-up
• Manage product certification paperwork, including organic, vegan, and EWG documentation
• Keep records and listings accurate across the Amazon and Walmart marketplaces

Mandatory Skills:

• Proven experience in e-commerce operations, ideally on Amazon and/or Walmart
• Comfort and proficiency using AI tools to streamline research and daily tasks
• Strong ability to spot discrepancies, bugs, and inconsistencies in data and systems
• Experience coordinating with suppliers and vendors
• Excellent written and spoken English communication skills
• Thoughtful, precise, and independent
• Strong organizational skills and the ability to manage multiple tasks and ongoing reporting

Preferred Skills:

• Experience in the beauty, cosmetics, or health and wellness space
• Familiarity with automation tools (e.g., Zapier, Make, n8n) and troubleshooting workflows
• Understanding of product certifications such as organic, vegan, or EWG
• Experience with competitor and market research
• Data reporting and analysis experience
• Able to steer several projects at once

Why Join Us: This is a great opportunity to take real ownership of a key role in a growing e-commerce business, where your work directly shapes important decisions. You’ll enjoy variety, autonomy, and the chance to grow alongside the business. If you’re proactive, organized, and love keeping operations running like clockwork, we’d love to hear from you.