Virtual Assistant — Wholesale & eCommerce Operations

We are a growing UK-based food import and distribution business representing premium brands across wholesale and eCommerce channels. We need a sharp, proactive VA to take ownership of the back-office operations that keep the business running.

This is a long-term role with real responsibility. You won't just be following instructions — you'll be expected to stay on top of outstanding tasks, flag problems, and keep things organised without being chased. A big part of this role is data — if you're not genuinely strong in Excel and Google Sheets, this isn't the right fit.

Reporting & Excel
Build and maintain spreadsheets for stock, sales, aged debtors, and performance data. Reports must be clean, accurate, and easy to read. Data entry must be error-free.

Stock takes & inventory sheets
Maintain live stock sheets, reconcile against system data, build structured templates, and flag discrepancies immediately.

Invoicing & billing
Raise and send customer invoices accurately and on time. Match to purchase orders and flag discrepancies.

Credit control
Chase overdue accounts by sending statements, following up on unpaid invoices, and keeping payment records current.

Reconciliation
Reconcile customer accounts — matching payments to invoices, identifying mismatches, and resolving queries.

Order management on Zoho
Create, update and manage sales orders on Zoho. Keep statuses current and chase fulfilment where needed.

Shopify listings
Update product listings, prices, images, and descriptions. Keep stock accurate and flag low-stock proactively.

Canva — basic design
Produce simple marketing assets, product sheets, and listing imagery using Canva templates.

Customer correspondence
Send professional emails — statements, follow-ups, order confirmations — on behalf of the business.

What we need:
Advanced Excel & Google Sheets
Clean, accurate data entry
Excellent written English
Pivot tables & formulas
Experience with Zoho
Shopify experience
Credit control / AR experience
Canva proficiency
Works independently
UK hours (GMT) availability
Wholesale or eCommerce background
Reliable fast internet

How to apply
Please do not send a generic cover letter. Instead, write us a short message (4–6 sentences) explaining:

1. Your experience with Excel — what's the most complex spreadsheet or report you've built, and what formulas did you use?
2. Your experience with Zoho — which modules have you used and how?
3. One example of chasing overdue payments or managing accounts receivable.
4. Your availability and whether you can cover UK business hours (GMT).


Email: ----------
Subject: Job title and your location!

We will send shortlisted candidates a short Excel task before any interview. Applications without a tailored response will not be considered.