Operations & Executive Support Virtual Assistant (Retail + Logistics + Admin)

Role Overview

A premium, multi-site retail service business is seeking a highly organized Operations & Executive Support VA to support the Managing Director during a critical transition period (key team members on maternity leave in February). This role is a mix of admin execution, operations coordination, inventory/supply support and light finance admin. The ideal candidate is a fast-moving, sharp, can-do operator who can keep up with a wide variety of tasks, follow systems, and communicate clearly.

Key Responsibilities

Executive & Admin Support

Provide day-to-day support to the Managing Director with fast-turnaround admin tasks

Manage follow-ups, task tracking, and general coordination to keep priorities moving

Draft and manage supplier/customer communications via email

Maintain organized records, spreadsheets, and documentation

Inventory & Supply Ordering Coordination

Track basic stock levels using spreadsheets and internal notes

Prepare and coordinate bulk supply orders (often placed every 6 months)

Request quotes, confirm quantities, coordinate with suppliers and shipping partners

Keep the Managing Director informed with clear summaries and decision points

Under supplies placing regular weekly and monthly online orders

Under deliveries responding to customer delivery requests and queries via email and POS messaging

Under finance sending monthly debtor statements from POS, and managing overdue debtors via email follow ups

Maintenance scheduling making bookings for certain maintenance items with contractors based on an excel schedule, and keeping records and schedule up to date

Delivery Admin Coordination

Daily/near-daily review of delivery jobs in the delivery system (admin prep, not people management)

Tidy the manifest: check job readiness, remove items not ready, flag exceptions

Handle payment checks:

Trigger automated payment request messages when no payment method is on file

Charge payments when a payment method exists

Prepare the final organized run sheet/manifest for review and handoff to local execution

Light Finance & Payroll Admin

Upload invoices into Xero

Assist with basic reconciliations and cross-checking transactions

Support payroll preparation through:

Collecting timesheets/log sheets

Data collation and validation

Preparing summaries for approval (not final payroll processing)

Tools & Systems (Preferred)

• Xero (strong plus)
• Google Workspace (Docs/Sheets/Drive) or Excel-level spreadsheet ability
• Email-based coordination (high volume, fast pace)
• Comfort learning internal systems (POS and delivery platform training provided)

What We're Looking For (Must-Haves)

• Strong administrative background with excellent attention to detail
• Confident with spreadsheets, cross-checking, and numbers hygiene
• Reliable, proactive communicator (quick acknowledgements + clear updates)
• Able to manage a wide variety of tasks and switch contexts smoothly
• Learns systems quickly and executes consistently
• Comfortable working in a premium service environment where responsiveness matters

Success Metrics

• Deliveries are prepped cleanly with minimal exceptions and clear flags
• Supplies/orders are coordinated smoothly with accurate quantities and timelines
• Finance admin stays current (invoices uploaded, reconciliations supported)
• Managing Director regains time for strategic work and growth initiatives
• Strong continuity through the February transition period

Hours: Full-time preferred (40 hrs/week) to start in Jan/early Feb for training

Time Zone: New Zealand Time (NZT/Auckland) with a few hours of flexibility (e.g.,

6am3pm or 11am7pm NZT). Some tasks can be done the evening before for next-day

operations.