Ecommerce Packaging Assistant

We’re looking for a highly organized and proactive Virtual Assistant for our design, packaging, printing business to oversee client communications, manage ongoing projects, and streamline our order pipeline. This role is critical to keeping operations smooth, ensuring deadlines are met, and maintaining a high level of client satisfaction.

If you are familiar with Adobe Illustrator and Notion, that is a huge plus. Please send in examples of your or a notion page you've worked on or a design you've worked on.

Key Responsibilities
    •    Respond promptly and professionally to client inquiries via email, chat, and other communication channels.
    •    Follow up with clients to ensure satisfaction, answer questions, and keep projects moving forward.
    •    Coordinate with internal teams and vendors to ensure projects are delivered on time, within scope, and to the highest quality.
    •    Communicate with vendors to source materials, confirm timelines, and obtain competitive pricing for client projects.
    •    Provide accurate quotes and pricing information to clients based on vendor feedback.
    •    Track and manage multiple orders simultaneously using our project management tools.
    •    Streamline processes to make our project and order pipeline more efficient.
    •    Maintain clear, organized records of all communications, project updates, vendor quotes, and deadlines.
    •    Anticipate potential project issues and proactively solve them before they become problems.
    •    Provide regular progress updates to management and recommend improvements to workflow.

Qualifications
    •    2+ years of experience in project management, client coordination, or operations (preferably in a creative, design, or e-commerce environment).
    •    Strong organizational skills with the ability to manage multiple projects at once.
    •    Excellent written and verbal communication skills.
    •    Experience with Notion
    •    Ability to work independently and make decisions under minimal supervision.
    •    Comfortable in a fast-paced, deadline-driven environment.

Preferred Skills
    •    Experience in packaging, design, or print production industries.
    •    Familiarity with CRM tools and order tracking systems.
    •    Process improvement and workflow optimization experience.