Shopify Inventory Ordering & Reporting Specialist

Virtual Assistant – Vidal Reporting & Ordering Role
Role Overview
This role is a support-only virtual assistant position focused strictly on weekly reporting and product/lab ordering execution. The VA does not make strategic decisions, manage customers, or own systems. They execute clearly defined tasks based on instructions, templates, and reorder thresholds provided by leadership.
Core Responsibilities
Weekly Reporting
Prepare and submit weekly reports using provided templates, including:


Inventory levels
Open and pending purchase orders
Recent inbound shipments
Lab and product order volume summaries


Pull data from Google Sheets, Shopify, Shiphero, and vendor portals.


Flag issues such as:


Low inventory
Overstock
Expiring Product
Delayed shipments
Missing confirmations


Deliver reports on a fixed weekly cadence.
Ordering & Reorder Execution
Place routine, pre-approved reorders for:


Supplements
Lab kits
Packaging and approved supplies


Follow:


Pre-set reorder points
Approved vendors
Fixed SKUs, quantities, and pricing


Track all orders placed, including:


PO number
Vendor
Expected delivery date


Update order status in shared tracking sheets.
3PL Communication & Coordination
Communicate with the 3PL (Frankly) to:


Notify them of incoming purchase orders
Share inbound shipment details and ETAs
Confirm receipt of products once delivered


Follow up on:


Delayed inbound shipments
Missing inventory confirmations
PO receipt discrepancies


Ensure the 3PL has clear visibility into:


What is arriving
When it is arriving
How it should be received


?? Important:
This role does not manage the 3PL relationship, negotiate terms, or resolve escalated issues. Any problems are flagged and escalated to leadership.
Tools Used
Shopify
Shiphero
Google Sheets
Vendor portals
Slack or email for internal communication


Ideal Candidate
Highly organized and detail-oriented
Comfortable following checklists and repeatable processes
Strong written communication
Reliable with deadlines and weekly cadence
Prior experience as a VA, admin assistant, or operations support is a plus