Arlene
Operations VA | Vendor Coordination & Admin Support
Verified
With Timeproof
Overview
Looking for full-time work (8 hours/day)
at $4.97/hour ($960.00/month)
Associates degree
Last Active
May 21st, 2026 (49 days ago)
Member Since
August 17th, 2025
Profile Description
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.
Top Skills
E-Commerce » Product Sourcing
Experience: 1 - 2 years
Experienced in coordinating with suppliers to request quotations, confirm product specifications, and manage sample requests. Assisted with vendor communication, tracking production timelines, and organizing supplier information to support purchasing decisions. Also supported logistics coordination and shipment planning to ensure timely delivery of sourced products.
Office and Administration » Administrative Support
Experience: 2 - 5 years
Provided administrative support including organizing documents, managing emails, tracking tasks, and maintaining business records. Assisted with coordinating schedules, supplier communication, and organizing operational information to support daily business activities. Experienced in using tools such as Google Workspace, Trello, and spreadsheets for task tracking and documentation.
Office and Administration » Google Workspace
Experience: 2 - 5 years
Experienced in using Google Workspace tools such as Google Docs, Google Sheets, and Google Drive for document creation, data tracking, collaboration, and file organization to support daily administrative and operational tasks.
Other Skills
Accounting » Xero
Experience: 6 months - 1 year
Basic Bookkeeping (Xero): Recording income and expenses, organizing transactions, and maintaining simple financial reports.
Accounting » Bookkeeping
Experience: Less than 6 months
Basic Bookkeeping (Xero) Recording income and expenses, organizing transactions, and maintaining simple financial reports.
Project Management » Trello
Experience: 1 - 2 years
Utilized Trello for task management, workflow tracking, and project coordination to monitor deadlines, assign tasks, and maintain organized project boards.
Design » Graphic Design » Canva
Experience: 1 - 2 years
Used Canva for basic graphic design tasks including creating simple marketing graphics, social media visuals, and presentation materials while ensuring brand consistency.
Accounting » Invoicing
Experience: 2 - 5 years
Supported invoicing and billing processes for services including medical consultations and check-ups. Assisted with preparing invoices, organizing billing records, and generating secure payment links using Stripe. Also prepared Klarna payment options to allow flexible payment arrangements and assisted with tracking payments to ensure accurate financial documentation.
Office and Administration » Operation Management
Experience: 1 - 2 years
Provided operations support by coordinating tasks, organizing business documentation, tracking timelines, and assisting with daily operational processes to ensure smooth workflow and efficient business operations.
E-Commerce » Supplier Sourcing
Experience: 2 - 5 years
Communicated with suppliers to request product information, clarify specifications, confirm order details, and follow up on production timelines to ensure clear coordination between vendors and business operations.
Basic Information
- Age
- 41
- Gender
- Female
- Website
- Sign Up with Pro Account to View
- Address
- Tangub, MISSAMIS OCCIDENTAL
- Tests Taken
- IQ
- Score: 96
- DISC
- Dominance: 35%
- Influence: 7%
- Steadiness: 24%
- Compliance: 34%
- Government ID
- Sign Up with Pro Account to View
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