Virtual Assistant - Sales Support & Data Entry

JOB OVERVIEW
About GraphicLab
GraphicLab is a fast-paced promotional products company based in California. We handle big clients, big projects, and in-house screen printing and embroidery. You will act as the direct support line for our Sales Team, ensuring that our internal systems run flawlessly so our sales team can focus on client relationships.

The Role
We are seeking a highly reliable and detail-oriented Virtual Assistant to manage the critical backend data of our sales process, working directly with a senior sales supervisor. You will be responsible for taking quotes and emailed instructions from our California team and ensuring it is accurately entered into our CRM. You will be explicitly trained on our standards and procedures ("the GraphicLab way") by our lead VA.

In addition, during slower periods you will support light marketing execution, creating email and social media outreach campaigns using CRM/customer data to help us re-engage past customers and generate new leads.

KEY RESPONSIBILITIES
Data Entry & CRM Management: Accurately enter new jobs and orders into our CRM system (CommonSKU).

Daily Follow-Up & Calendar Management: Proactively stay on top of calendar, daily communications, and follow-ups.

Quoting Support: Assist in building and organizing quotes for new jobs based on provided pricing parameters.

Order Tracking: Monitor the status of jobs by checking in with production schedules and external vendors.

Logistics: Compile and organize shipping/tracking information to be sent to clients.

Communication: Maintain clear, daily communication with the California-based Sales Team to provide end-of-shift progress reports.


Email + Social Campaign Support (Slow-Season Outreach):

Use CRM data to pull lists/segments (past customers, warm leads, target industries) for outreach.

Build and send email campaigns (subject lines, copy, basic layout) to re-engage customers and drive quote requests.

Create simple social media content (IG + LinkedIn) using provided brand direction: captions + basic graphics (Canva-style).

Schedule posts and coordinate a simple content calendar.

Track and report results (what was sent/posted, opens/clicks/replies, what to improve next round).

REQUIREMENTS
Industry Experience: Knowledge of the Beverage Industry is highly important. Experience in the Promotional Products / Apparel industry is ideal. Having experience in both is considered a massive plus.

Communication Style (Crucial): You must be a loud, clear, and confident communicator; therefore, candidates who are soft-spoken or meek will not be a good fit.

Shift Requirement: You must be available to work a strict 40-hour week on the US Pacific Standard Time (PST) schedule to entirely overlap with our California office. Note: Hours are strictly capped at 40 per week and cannot be exceeded unless requested in writing.

Flawless English (Written and Spoken): You must be able to write clear, professional emails and CRM communications. You will attend virtual meetings with our internal team and occasionally with our customers.

Attention to Detail: You must be highly diligent; a single typo in a SKU number or choosing the wrong color can cost the company money. Accuracy is paramount.

Tech-Savvy: Familiarity with CRM systems is a plus, but a strong general ability to learn new software quickly is required (MS Office, Google Workspace, Adobe, etc.).

Marketing Execution Skills: You must be comfortable using CRM data to support outbound email + social campaigns, writing clear outreach copy, and creating simple on-brand visuals (Canva or similar).

HOW TO APPLY
Submit your resume.

Include a brief cover letter highlighting your experience in the Beverage and/or Promotional Products industries, your experience with data entry/CRM management, and any marketing support background.

A 1 to 2-Minute Camera Loom Video: Please ensure your speaking voice is projected loudly and clearly in this video. Introduce yourself, briefly mention your CRM experience, your background working as a VA on the night shift (PST), and answer these scenarios:

If a vendor emails you to say a shipment of 500 shirts is delayed by 3 days, what are the exact steps you take to update our system and notify our California sales team?

During a slow week, you’re asked to re-engage past customers. What CRM info would you pull, and what would your first email campaign look like (who it targets + subject line + goal)?