Shopify VA for E-Commerce stores
Budget / SalaryHourly project
TypeFreelance project
LocationRemote
Posted1 hour ago
E-commerce Virtual Assistant: Back Office Ops, LTL Freight & Customer Support (Shopify)
Description:
We run two Shopify stores and need a highly organized, detail-oriented virtual assistant to take ownership of day-to-day back office operations and customer support.
One store sells heavy equipment attachments for skid steers, excavators, telehandlers and tractors. Most orders ship directly from manufacturers and vendors, and many ship by LTL freight.
The other sells indoor growing and hydroponics supplies.
You’ll be the link between our customers, vendors and freight carriers. You’ll make sure every order is placed, paid for, shipped, delivered and resolved correctly. If you’re a fast learner who takes pride in clean data, quick follow-up and never letting anything slip, this role is for you.
What you’ll do:
Order processing and vendor coordination
Process incoming Shopify orders and place them with the right vendor or manufacturer
Communicate with vendors on order confirmations, lead times, backorders, pricing questions and shipping issues
Verify vendor invoices and payments: confirm that amounts match the order and agreed pricing, that payments went through, and flag any discrepancies, double charges or missing credits
Keep order and invoice records accurate in our tracking spreadsheets
LTL freight and shipping
Book LTL freight shipments and create and issue Bills of Lading (BOLs)
Get freight quotes and confirm pickup details, freight class, weights, dimensions and accessorials (liftgate, residential delivery, appointment scheduling)
Coordinate pickups with vendors and deliveries with customers and carriers
Track shipments with PRO numbers and proactively update customers
Handle freight problems: delays, missed pickups, damaged or short shipments, and filing freight damage claims
Customer support
Answer customer inquiries by live chat, email, phone, support tickets and social media
Manage and organize requests and follow-ups in Crisp and Intercom
Process returns, refunds, exchanges and cancellations according to our policies
Give accurate answers on products, fitment, order status and shipping
Operations and admin
Update product listings and track inventory in Shopify
Enter data and maintain spreadsheets (Excel / Google Sheets)
Manage email, organize the inbox and maintain the CRM
Track tasks and deadlines, schedule, and follow up with the team
Provide general administrative support as needed
Requirements:
Proven experience as an e-commerce VA or customer support specialist
Strong working knowledge of Shopify admin (orders, refunds, products, inventory)
Live chat support experience; Crisp and/or Intercom strongly preferred
Proficient in Excel and Google Sheets
Excellent written and spoken English, comfortable on the phone with customers, vendors and carriers
Fast learner who can quickly pick up product knowledge and new tools
Extremely organized and detail-oriented, with strong follow-through and the ability to work independently
Reliable internet and availability during [US Eastern business hours / X hours overlap]
Big plus:
Experience with construction equipment, heavy equipment attachments, or agricultural machinery. If you know the difference between a skid steer and a compact track loader, or a quick-attach plate and a pin-on coupler, tell us.
LTL freight experience: BOLs, freight classes, PRO tracking, carrier portals or freight brokers, damage claims
Comfortable using AI tools (ChatGPT, Claude, etc.) to research technical questions, look up specs and draft accurate customer replies quickly. We want someone who can find the right answer, not guess.
Experience reconciling vendor invoices and payments, or accounts payable support
Experience with Amazon Seller Central and/or eBay
Experience with drop-ship or multi-vendor order fulfillment
Details:
Hours: [e.g., 30–40 hrs/week]
Rate: $4.00 - $7.00 / Hr
Start: ASAP
Long-term role for the right person
To apply, please:
Start your proposal with the word “ATTACHMENT” so we know you read the full post.
Briefly describe your experience handling Shopify orders with outside vendors or suppliers.
Tell us about any LTL freight or construction/heavy equipment experience you have.
List the helpdesk and chat tools you’ve used (Crisp, Intercom, Gorgias, Zendesk, etc.).
Include a short voice recording (1–2 min) introducing yourself.
Description:
We run two Shopify stores and need a highly organized, detail-oriented virtual assistant to take ownership of day-to-day back office operations and customer support.
One store sells heavy equipment attachments for skid steers, excavators, telehandlers and tractors. Most orders ship directly from manufacturers and vendors, and many ship by LTL freight.
The other sells indoor growing and hydroponics supplies.
You’ll be the link between our customers, vendors and freight carriers. You’ll make sure every order is placed, paid for, shipped, delivered and resolved correctly. If you’re a fast learner who takes pride in clean data, quick follow-up and never letting anything slip, this role is for you.
What you’ll do:
Order processing and vendor coordination
Process incoming Shopify orders and place them with the right vendor or manufacturer
Communicate with vendors on order confirmations, lead times, backorders, pricing questions and shipping issues
Verify vendor invoices and payments: confirm that amounts match the order and agreed pricing, that payments went through, and flag any discrepancies, double charges or missing credits
Keep order and invoice records accurate in our tracking spreadsheets
LTL freight and shipping
Book LTL freight shipments and create and issue Bills of Lading (BOLs)
Get freight quotes and confirm pickup details, freight class, weights, dimensions and accessorials (liftgate, residential delivery, appointment scheduling)
Coordinate pickups with vendors and deliveries with customers and carriers
Track shipments with PRO numbers and proactively update customers
Handle freight problems: delays, missed pickups, damaged or short shipments, and filing freight damage claims
Customer support
Answer customer inquiries by live chat, email, phone, support tickets and social media
Manage and organize requests and follow-ups in Crisp and Intercom
Process returns, refunds, exchanges and cancellations according to our policies
Give accurate answers on products, fitment, order status and shipping
Operations and admin
Update product listings and track inventory in Shopify
Enter data and maintain spreadsheets (Excel / Google Sheets)
Manage email, organize the inbox and maintain the CRM
Track tasks and deadlines, schedule, and follow up with the team
Provide general administrative support as needed
Requirements:
Proven experience as an e-commerce VA or customer support specialist
Strong working knowledge of Shopify admin (orders, refunds, products, inventory)
Live chat support experience; Crisp and/or Intercom strongly preferred
Proficient in Excel and Google Sheets
Excellent written and spoken English, comfortable on the phone with customers, vendors and carriers
Fast learner who can quickly pick up product knowledge and new tools
Extremely organized and detail-oriented, with strong follow-through and the ability to work independently
Reliable internet and availability during [US Eastern business hours / X hours overlap]
Big plus:
Experience with construction equipment, heavy equipment attachments, or agricultural machinery. If you know the difference between a skid steer and a compact track loader, or a quick-attach plate and a pin-on coupler, tell us.
LTL freight experience: BOLs, freight classes, PRO tracking, carrier portals or freight brokers, damage claims
Comfortable using AI tools (ChatGPT, Claude, etc.) to research technical questions, look up specs and draft accurate customer replies quickly. We want someone who can find the right answer, not guess.
Experience reconciling vendor invoices and payments, or accounts payable support
Experience with Amazon Seller Central and/or eBay
Experience with drop-ship or multi-vendor order fulfillment
Details:
Hours: [e.g., 30–40 hrs/week]
Rate: $4.00 - $7.00 / Hr
Start: ASAP
Long-term role for the right person
To apply, please:
Start your proposal with the word “ATTACHMENT” so we know you read the full post.
Briefly describe your experience handling Shopify orders with outside vendors or suppliers.
Tell us about any LTL freight or construction/heavy equipment experience you have.
List the helpdesk and chat tools you’ve used (Crisp, Intercom, Gorgias, Zendesk, etc.).
Include a short voice recording (1–2 min) introducing yourself.
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