VA Wanted - Order Managemet

About the Role

Simplify Apostille is a U.S.-based company that helps clients get their documents legalized and certified for use abroad. We’re looking for a detail-oriented and proactive Virtual Assistant to help manage our growing operations.

At this stage, our order flow is still moderate, so you’ll have time to get comfortable with our systems, learn the process, and help us build strong foundations for scale.

???? Responsibilities

- Manage incoming client orders and update their progress in our CRM (Base44 & ---------- integrations)
- Keep all data accurate and organized — client info, provider updates, payment status, and timelines
- Handle daily email management, responding to client and provider communications
- Create and send shipping labels (FedEx/UPS) for document deliveries and returns
- Generate invoices and receipts for completed orders
- Perform recruiting outreach to potential notary partners and document couriers via email or LinkedIn
- Track order timelines and flag pending actions or delays
- Prepare light reports and help maintain spreadsheets for order tracking and performance
- Support the owner with general admin, follow-ups, and light marketing coordination

Requirements

- Proven experience as a Virtual Assistant (CRM management, order processing, or admin support)
- Excellent attention to detail and ability to manage multiple tasks accurately
- Experience with CRM platforms (Base44, HubSpot, Airtable, or similar)
- Strong English communication skills (written and spoken)
- Tech-savvy — confident using Google Workspace, spreadsheets, and shipping portals (UPS/FedEx)
- Reliable, organized, and self-motivated

Experience with recruiting outreach or coordination is a plus

Nice-to-Have

- Background in operations, customer support, or logistics
- Experience creating or managing invoices in Stripe or similar platforms

???? What We Offer

- Part-time hours (growth potential as volume increases)
- Ongoing training and long-term opportunity
- Friendly, professional team environment