Founder Support VA – Amazon VA Ops/Admin (Part-Time, Long-Term)

Hi there!

I run a growing e-commerce business where around 90% of revenue and day-to-day operations are Amazon-focused. I also sell on eBay and via our own brand website, but Amazon is the core engine.

I’m hiring a Founder Support / Ecom Ops Admin VA who wants to work directly with me as the founder in a long-term role and take ownership of the operational and administrative work that I should not be doing myself.

If you enjoy structure, ownership, clear communication, and closing loops, please read on.

ABOUT THE BUSINESS
I’m a Dutch founder from Amsterdam and have been building and scaling brands in e-commerce for multiple years. The business is strongly brand-driven and focused on building and defending clear brands in defined niches, not a scattered portfolio of generic products.

Amazon is the main channel (roughly 90%), so most workflows, coordination, and problem-solving will revolve around Amazon operations, customers, and suppliers. eBay and our brand website are secondary channels, and you will support those as well, but the operational heartbeat is Amazon.

My goal as founder is to stay focused on:
- Product and brand development
- Company structure
- Scaling strategy

Your goal is to help me protect that focus by owning the admin and operations support work.

ABOUT THE ROLE
I am looking for someone who can outperfor ---------- on organization and operational follow-through.

You will work directly with me. I will provide context, priorities, templates, and SOPs. You will be responsible for executing, maintaining trackers, and keeping things moving without constant supervision.

The goal of this role is simple: Take the operational admin load off my plate so I can focus on building and scaling the company.

RESPONSIBILITIES

1) Inbox and admin control (daily/weekly)
- Triage my Outlook inbox: urgent today, waiting on someone, FYI, needs my decision
- Draft replies in my tone using templates
- Maintain a follow-up tracker and chase open loops until closed
- Summarize anything that needs my decision in a short, structured way

2) Customer support and replacements (SOP-driven)
- Handle routine customer messages and emails
- Organize and send replacements (confirm address, create shipment/order, send confirmation)
- Escalate edge cases with a short summary plus recommended next step
- Create and manage Amazon FBA shipping plans
- Request freight forwarder quotations, compare options (route, transit time, price), and summarize recommendations for approval

3) Supplier order preparation and coordination
- Prepare supplier orders for my approval (qty, specs, packaging, timelines)
- Request quotes and lead times, compare responses, summarize options
- Coordinate product documentation packs (labels, barcodes, carton markings)
- Coordinate QC scheduling and gather QC reports

4) Copycat, hijacker and competitor monitoring
- Monitor Amazon for hijackers, clones, and suspicious near-copies
- Monitor Alibaba/1688 for copycats and image theft
- Build evidence packs (screenshots, links, dates, seller/store identifiers)
- Draft messages/case text for my review (I submit final actions)

5) Weekly ops reporting
- Weekly update to me: top risks, what was completed, what’s blocked, what needs my decision
- Keep Sheets/Notion trackers clean and up to date

TOOLS AND WORKFLOW
- Outlook (email)
- Google Sheets (trackers, logs, simple reporting)
- Notion (notes, SOPs, structured documentation)
- Microsoft Teams (meetings and communication)

REQUIREMENTS
- Strong written English and professional tone
- Extremely organized and detail-oriented (you like checklists and clean trackers)
- Reliable follow-through: you close loops and don’t let things slip
- Proactive communication: you surface issues early and propose next actions
- Comfortable with Google Sheets and Notion
- E-commerce operations experience is a plus (Amazon knowledge is a big plus)

PERSONALITY FIT
This role fits someone who is:
- Structured and methodical
- Calm and consistent
- Proactive with a strong sense of ownership
- Not a “talker” but a “doer”
- You enjoy building systems and improving SOPs so the business can scale without chaos

HOURS AND ENGAGEMENT
- Part-time to start: 5 to 10 hours per week
- Async-friendly and outcome-focused (results matter more than online time)
- Weekly sync with me via Microsoft Teams
- Long-term collaboration preferred
- This role is designed to scale over the next few years as the business grows: more hours, more responsibility, and higher cmpensation for someone who consistently shows ownership and reliability
- Some overlap with Europe time is helpful (I’m in the Netherlands)

COMPENSATION AND GROWTH
Hourly paid, $3 to $6 USD per hour, depending on experience and fit. We will start within this range and review performance over time. If you consistently show ownership, reliability, and strong judgment, I’m happy to grow responsibility, hours, and pay over time as the business scales.

GROWTH PATH
This is not a short-term gig. My ideal outcome is to find someone who starts at 5–10 hours/week and grows into a bigger role over time. As we grow, you can take ownership of more operations and become a key person in the business.

APPLICATION INSTRUCTION
When applying, please answer this question:
What does “ownership” mean to you in a VA role, and can you give one example of how you showed it in the past?

Cheers,
Friso