Operations & Executive Support Virtual Assistant (Retail + Logistics + Admin)

Strong administrative background with excellent attention to detail Confident with spreadsheets, cross-checking, and "numbers hygiene" Reliable, proactive communicator (quick acknowledgements + clear updates) Able to manage a wide variety of tasks and switch contexts smoothly Learns systems quickly and executes consistently Comfortable working in a premium service environment where responsiveness matters Xero (strong plus) Google Workspace (Docs/Sheets/Drive) or Excel-level spreadsheet ability

Provide day-to-day support to the Managing Director with fast-turnaround admin tasks Manage follow-ups, task tracking, and general coordination Draft and manage supplier/customer communications via email Maintain organized records, spreadsheets, and documentation Track basic stock levels using spreadsheets and internal notes Prepare and coordinate bulk supply orders Request quotes, confirm quantities, and coordinate with suppliers and shipping partners Respond to customer delivery requests and queries via email and POS messaging Send monthly debtor statements from POS and manage overdue debtors Make bookings for maintenance items with contractors Daily/near-daily review of delivery jobs in the delivery system Tidy the manifest: check job readiness, remove items not ready, flag exceptions Handle payment checks: trigger automated payment request messages and charge payments Prepare the final organized run sheet/manifest Upload invoices into Xero Assist with basic reconciliations and cross-checking transactions Support payroll preparation by collecting timesheets, data collation, and validation Prepare summaries for approval