Virtual Assistant to Health Food Retail Store

Part-time role that may transition to Full-time depending on output.

Virtual Assistant: Health Food & Wellness Retail – Go Vita Woden (Retail Store) & Isle of Well (eCommerce)

Position Overview:
We are seeking a highly organized and detail-oriented Virtual Assistant to join our health food retail business. This is a unique, multi-faceted role that sits at the intersection of operations, inventory management, content creation, and customer support. The successful candidate will be the operational backbone of our business, managing everything from product data integrity and social media content to point-of-sale systems and invoice processing. You will work with 10,000+ products across multiple platforms, requiring strong organizational skills, technical proficiency, and the ability to manage complex workflows efficiently.

Key Responsibilities

Operations & Data Management
• Manage and maintain Notion databases for staff coordination and operational tracking.
• Ensure all product data is accurate, consistent, and synchronized across platforms (Lightspeed POS, Shopify, online store)
• Serve as the primary point of contact for internal communication via Slack.
• Take phone orders remotely and update relevant systems (Notion, POS, etc.) in real-time

Inventory & Stock Management
• Receive and process marked-up invoices from suppliers
• Log incoming stock and update inventory systems to maintain accurate stock levels
• Identify and flag new products, deleted products, and stock discrepancies; communicate findings to staff
• Maintain a credit note register (in Notion) for damaged, broken, or returned products
• Reconcile credits and ensure proper documentation of all returns
• Archive and file invoices to designated email addresses or scanning software for owner accounting integration

Pricing & Bulk Data Management
• Analyze Excel spreadsheets and CSV files to identify pricing changes and data discrepancies
• Implement efficient bulk pricing updates across 10,000+ products in Lightspeed POS and Shopify
• Verify that pricing changes are accurately reflected in the point-of-sale system
• Ensure all data flows correctly through to the online storefront

Content Creation & Social Media
• Create high-quality, professional content for social media platforms (TikTok, Instagram)
• Design visually appealing graphics and promotional materials using Canva or similar design tools
• Develop and maintain a consistent weekly social media posting schedule
• Ensure all content aligns with brand guidelines and company values
• Create health food and wellness-focused content that resonates with target audiences

Required Skills & Experience
• Proven experience as a Virtual Assistant or in a similar multifaceted operational role
• Proficiency with macOS operating system
• Advanced Excel and CSV file management skills
• Hands-on experience with Notion for database and project management
• Familiarity with Slack for workplace communication
• Experience with e-commerce platforms (Shopify) and POS systems (Lightspeed or equivalent)
• Competency with design tools such as Canva or Adobe Creative Suite
• Experience creating content for TikTok and Instagram
• Strong understanding of inventory management principles
• Familiarity with invoice processing and filing workflows

Essential Qualities
• Exceptional attention to detail and commitment to data accuracy
• Ability to manage multiple priorities and workflows simultaneously
• Strong organizational and time management skills
• Problem-solving mindset with ability to identify efficient solutions for large-scale tasks
• Excellent written and verbal communication skills
• Proactive approach with ability to work independently and take initiative
• Creative thinking for content and social media strategy
• Passion for health, wellness, or the retail sector is a plus

What We Offer
• Remote work opportunity
• Flexible scheduling
• Competitive compensation based on experience
• Opportunity to shape business operations and strategy
• Collaborative and supportive work environment

How to Apply
Please submit your application including a resume, cover letter, and examples of past work (portfolio, social media samples, or previous project management experience). Tell us about your experience with the systems mentioned above and any relevant achievements that demonstrate your capability to manage this diverse role effectively.