We are looking for a highly organized, detail-oriented, and proactive Virtual Assistant to support the daily operations of our independent small-town grocery stores in Montana. This is not a basic admin-only role — the ideal candidate will assist with retail operations, pricing support, product data management, invoice tracking, vendor follow-up, reporting, customer communication, and POS-related administrative tasks.The ideal candidate is resourceful, trustworthy, and comfortable working behind the scenes to help ownership and store teams stay organized and efficient. Experience in grocery, convenience store, retail operations, inventory management, pricebooks/margins, invoices, or point-of-sale (POS) systems is highly preferred and would be a strong advantage. This role requires strong communication skills, attention to detail, accuracy with numbers, and the ability to work independently in a fast-paced remote environment.RequirementsKey Responsibilities:Help maintain accurate product information, pricing, UPCs, descriptions, pack sizes, and vendor detailsAssist with pricebook updates, POS product cleanup, and product data organizationReview invoices and identify cost changes, pricing discrepancies, margin risks, and missing product informationTrack vendor price changes and summarize items requiring owner reviewEnter invoice and product data accurately into spreadsheets or approved systemsCompare invoice costs against retail pricing when needed and flag low-margin productsHelp identify duplicate products, incorrect UPCs, missing pack sizes, and incomplete product recordsPrepare and maintain product, pricing, inventory, and store operation reports using Google Sheets or similar toolsSupport price tag preparation, spreadsheet cleanup, and organized product listsManage email communication, vendor follow-ups, and internal operational updatesDraft professional emails, summaries, reports, and follow-up notes for ownership reviewTrack pending approvals, open questions, and vendor-related action itemsOrganize customer requests, special orders, and store-related follow-up tasksManage calendars, reminders, meetings, notes, and operational action items when neededMaintain organized Google Drive folders, spreadsheets, files, and shared documentsAssist with project timelines and task management using ClickUp, Trello, Asana, Google Sheets, or similar toolsDocument recurring operational processes into clear SOPs and checklistsAssist with social media scheduling, local store promotions, sales flyers, and community updatesSupport simple email campaigns, promotional tracking, and content organizationHelp ensure messaging stays aligned with a small-town, community-focused grocery brandHandle confidential business information, pricing data, invoices, and customer/vendor records with discretionAsk questions and clarify information when needed instead of making assumptionsProvide general administrative and operational support to ownership and store leadership as neededQualifications & Skills:At least 2 years of experience as a Virtual Assistant, Administrative Assistant, Retail Assistant, Data Entry Specialist, or Operations Support SpecialistStrong verbal and written English communication skillsExcellent attention to detail and accuracy, especially with numbers and dataProficient in Google Workspace (Sheets, Docs, Drive, Gmail, Calendar)Comfortable working with spreadsheets, invoices, product lists, and organized operational dataExperience with grocery stores, convenience stores, hardware stores, retail operations, inventory systems, POS systems, or pricebooks is highly preferredFamiliarity with project management and collaboration tools such as ClickUp, Asana, Trello, Slack, or similar systemsAbility to work independently and manage multiple priorities in a remote environmentStrong organizational, analytical, and problem-solving skillsComfortable documenting workflows, creating checklists, and improving processes over timeTrustworthy with confidential business and operational informationFamiliarity with AI tools such as ChatGPT, Claude, or automation platforms is a plusPreferred Experience:Grocery store operationsConvenience store operationsRetail POS systemsVori or similar grocery POS/back-office systemsProduct pricebooksInvoice review and vendor cost trackingMargin monitoring and pricing analysisUPC/product data cleanupInventory reporting and store-level reportingGoogle Sheets formulas and spreadsheet analysisBenefitsOpportunity to contribute to a growing business by enhancing efficiency and client experience.Supportive and collaborative work environment.Paid trainingWork from homeSchedule:20 hours per weekMonday to FridayNight shift - PH time
5 months ago