Virtual Operations & Systems Coordinator — BreakBites

ABOUT BREAKBITES

BreakBites is a growing U.S.based vending and micro market company. We operate vending machines and self checkout micro markets while continuously improving our customer service, route operations, inventory systems, employee training, and internal processes.

Our goal is simple: Every break gets better.

We are looking for a dependable Virtual Operations & Systems Coordinator who can help keep the business organized, accurate, and moving forward. This is not simply a data-entry or task-taking position. You will be expected to take ownership of recurring responsibilities, maintain reliable systems, document what you learn, and follow tasks through to completion.

ROLE PURPOSE

Your responsibility is to make BreakBites easier to operate by keeping information organized, maintaining operational systems, tracking follow-ups, and turning incomplete notes or verbal instructions into clear, repeatable processes.

A major part of the role is ensuring that the supervisor does not have to serve as your memory. When something is assigned or discussed, you must record it, identify the next action, track its status, and follow up until it is completed or properly escalated.

CORE RESPONSIBILITIES

1. OPERATIONAL TASK AND FOLLOW-UP MANAGEMENT

* Capture assignments, decisions, deadlines, and follow-up items fro ---------- etings, messages, notes, and recordings.

* Maintain clear trackers showing the task, responsible person, due date, current status, and next action.

* Review open items regularly and follow up without waiting to be reminded.

* Prepare organized daily agendas, operational summaries, and end-of-day reports.

* Identify incomplete, overdue, blocked, or forgotten work before it becomes a larger problem.

* Keep the supervisor informed without requiring the supervisor to repeatedly ask for updates.

* Document answers and decisions so the same questions do not need to be answered repeatedly.

2. PARLEVEL VENDING MANAGEMENT SYSTEM

* Pull and organize sales reports by location, machine, and product.

* Review product performance and identify strong sellers, slow sellers, and possible product changes.

* Build or export restocking lists and other route-support reports.

* Maintain accurate product names, prices, machine information, and location notes.

* Track machine issues such as card-reader problems, bill-validator issues, outages, price mismatches, or recurring service problems.

* Identify patterns that may affect sales, inventory accuracy, route efficiency, or customer experience.

* Verify information instead of assuming that system data is correct.

3. ROUTE AND WAREHOUSE ADMINISTRATIVE SUPPORT

* Convert route notes and operational information into clear instructions for the physical team.

* Organize information related to machine servicing, product stocking, inventory, cleaning, rotation, and location requirements.

* Maintain machine, location, equipment, and repair trackers.

* Coordinate approved service calls or vendor follow-ups and record all communication.

* Track the next step after every call or message until the issue is resolved.

* Help prepare route agendas, employee instructions, checklists, and supporting documents.

This is a remote support role. You will organize and coordinate the information that allows the local BreakBites team to perform the physical work correctly.

4. SOP, TRAINING, AND PROCESS DEVELOPMENT

* Turn recordings, rough notes, screenshots, videos, and verbal explanations into clear step-by-step SOPs.

* Create checklists that employees can follow independently.

* Update existing SOPs whenever a process changes.

* Organize SOPs, training materials, and videos using the required folder structure and naming rules.

* Help manage training content and operational tasks in platforms such as Whale and Connecteam.

* Identify missing steps, unclear instructions, and processes that depend too heavily on one person’s memory.

* Recommend simple improvements when a process can be made more reliable or efficient.

The goal is to create processes that another tea ---------- mber can understand and perform without needing repeated explanations.

5. CUSTOMER SUPPORT AND ISSUE COORDINATION

* Professionally respond to approved customer calls, texts, and emails as BreakBites Support.

* Direct customers to the correct refund or issue-reporting form whenever possible.

* Collect the required information when an existing form does not cover the situation.

* Record customer issues accurately and route them to the correct person or process.

* Track unresolved customer issues through completion.

* Escalate urgent matters involving safety, accessibility, electrical problems, leaks, spoiled food, pests, significant overcharges, or repeated machine failures.

* Never promise compensation, issue refunds, or make customer commitments outside established authority.

When unsure, use: “Let me confirm that with my supervisor and get back to you.” Then record the follow up and make sure the customer receives an answer.

6. RECEIPT AND BUSINESS RECORD ORGANIZATION

* Collect digital receipts from approved email accounts, vendor portals, and team submissions.

* Rename and save receipts using established naming standards.

* Maintain a receipt tracker and flag missing or incorrect documentation.

* Compare receipts with approved transaction information when requested.

* Contact vendors about missing receipts or account documentation when authorized.

* Use Bitwarden for approved business logins and follow all access restrictions.

* Never access banking, payroll, tax, or other restricted accounts unless explicitly authorized.

7. SPREADSHEETS, DOCUMENTS, AND FILE MANAGEMENT

* Maintain operational trackers in Google Sheets or Excel.

* Create and update documents in Google Docs or Microsoft Word.

* Clean, organize, and verify data instead of only copying information.

* Maintain consistent folder structures, filenames, and document versions.

* Track product information, expiration guidance, inventory notes, location details, service issues, and process gaps.

* Use formulas, filters, sorting, conditional formatting, and basic spreadsheet analysis when appropriate.

* Check completed work for accuracy before submitting it.

8. AI-ASSISTED ADMINISTRATIVE SUPPORT

* Use ChatGPT and other approved AI tools to organize information, summarize notes, prepare documents, and improve workflows.

* Convert messy or incomplete information into a professional first draft.

* Review all AI-generated work for accuracy before using or submitting it.

* Protect confidential business, employee, vendor, and customer information.

* Use AI to improve efficiency not to avoid thinking, verifying, or taking responsibility.

9. LIGHT GROWTH AND PROJECT SUPPORT

As operational priorities allow, you may also:

* Research potential micro market locations and business contacts.

* Maintain prospect and outreach trackers.

* Organize sales notes and dated follow-up actions.

* Assist with business content, internal projects, and basic research.

* Help prepare information needed for new locations or operational expansion.

This role supports growth but is not responsible for making final sales, pricing, spending, hiring, or customer-commitment decisions.

10. MINOR VIDEO EDITING

* Trim recordings and remove unnecessary dead time.

* Organize clips and prepare basic training videos for upload.

* Apply required filenames, titles, and folder placement.

* Connect videos to the correct SOP or training process.

* Confirm that the final video is viewable and properly organized.

OWNERSHIP AND COMMUNICATION STANDARDS

The right person for this role:

* Writes down instructions and maintains their own reliable tracking system.

* Does not depend on the supervisor to remember assignments for them.

* Follows up without being repeatedly reminded.

* Communicates problems early rather than waiting until a deadline has passed.

* Provides concise updates that explain what was completed, what remains open, and what happens next.

* Asks focused questions after first reviewing the available SOPs, notes, and prior information.

* Documents new answers so the same question does not need to be asked again.

* Admits mistakes, corrects them, and improves the process to prevent repetition.

* Understands the difference between completing a task and fully closing the loop.

DECISIONS REQUIRING APPROVAL

You may organize information, research options, and recommend next steps, but final approval is required for:

* Spending company money

* Hiring, firing, or changing employee pay

* Making commitments to customers or business locations

* Changing company-wide processes

* Selecting or approving new locations

* Issuing refunds or compensation outside an established process

* Sharing confidential information or granting system access

SCHEDULE

* Approximately 15 hours per week

* Monday through Friday

* Must maintain a consistent daily schedule.

* Must have meaningful working-hour overlap with U.S. Central Time.

* Occasional schedule adjustments may be needed for meetings, customer support, or time-sensitive operational matters.

TOOLS USED

* Parlevel VMS

* Google Sheets, Docs, Drive, and Gmail

* Microsoft Excel and Word

* Connecteam

* Loom or similar video tools

* ChatGPT and other approved AI tools

* Customer-support and business communication systems

Previous experience with every platform is not required, but you must be able to learn new software quickly and follow security requirements.

REQUIRED QUALIFICATIONS

* Strong written and spoken English

* Excellent organization and attention to detail

* Experience working with spreadsheets, documents, and cloud-based systems

* Ability to follow detailed SOPs while also recognizing missing information

* Strong task-management and follow-up habits

* Comfortable communicating with customers, vendors, and tea ---------- mbers

* Able to learn dashboards and business software quickly

* Reliable internet connection and dependable computer

* Comfortable receiving feedback and correcting work

* Able to work independently without constant supervision

* Good judgment about when to proceed and when approval is required

PREFERRED QUALIFICATIONS

* Previous virtual-assistant, operations, project-coordination, or administrative experience

* Experience creating SOPs or employee-training materials

* Strong Google Sheets or Microsoft Excel skills

* Experience with customer-support communication

* Experience organizing receipts or business records

* Experience using AI tools professionally

* Basic video-editing experience

* Experience supporting a vending, food-service, logistics, route, retail, or inventory-based company

SUCCESS IN THIS ROLE

Success will be measured by whether:

* Operational trackers remain accurate and current.

* Assigned tasks are recorded and followed through without repeated reminders.

* Open issues have clear owners, deadlines, statuses, and next actions.

* Reports and spreadsheets contain verified information.

* Customer and machine issues are properly documented and closed.

* SOPs allow other tea ---------- mbers to complete work more independently.

* Files, receipts, videos, and records are consistently organized.

* Problems are identified and communicated early.

* The supervisor spends less time repeating instructions, searching for information, and checking whether assigned work was completed.

APPLICATION INSTRUCTIONS

Please submit:

* A brief explanation of your virtual-assistant or operations experience.

* An example of a process, tracker, or SOP you have created or maintained.

* Your experience with Google Sheets, Excel, customer support, and AI tools.

* Your regular availability in U.S. Central Time.

* A short answer to this question:

If your supervisor gives you an assignment during a meeting but does not mention it again, what system would you use to ensure the assignment is completed and properly followed up?

PRIMARY SKILL AREAS

* Operations coordination

* Task and follow-up management

* Google Sheets and Microsoft Excel

* SOP creation and documentation

* Customer support

* Parlevel or dashboard management

* AI-assisted administrative work

* File and receipt organization

* Basic video editing