Virtual Assistant

Virtual Assistant — Invoicing, Shipping & Operations Support

[IMPORTANT INFORMATION IN THIS MESSAGE - MUST FOLLOW STEPS TO BE CONSIDERED]

About us
We're a small, fast-moving medical hardware company building a wearable functional electrical stimulation (FES) device sold as durable medical equipment. We need a reliable, detail-oriented VA to take ownership of recurring invoicing, shipping coordination, and light operations so our team can stay focused on product, sales, and customers.
What you'll do

Create, send, and track invoices; follow up on outstanding payments and flag discrepancies
Coordinate shipments of devices and accessories — generating labels, tracking packages, updating records, and handling shipping issues with carriers
Maintain organized records across spreadsheets and our admin tools (order logs, customer info, inventory counts)
General admin support: data entry, document organization, calendar/email cleanup, and similar tasks
Build and maintain simple operational processes and checklists to keep the team organized
Communicate clearly and proactively about status, blockers, and anything that needs a decision

Who we're looking for

Strong written English and clear, proactive communication
Highly organized and accurate — you double-check your work and catch small errors
Comfortable learning new software quickly; experience with QuickBooks, Zoho, Airtable/Notion, and Google Workspace or Excel is a plus
Dependable and able to work independently with minimal oversight once trained
Bonus: prior experience supporting a US-based company, e-commerce, or a healthcare/medical-device business

Logistics

Part time - 5-10hrs/week with room for growth
Overlap with US Pacific Time required: [e.g., at least 2 hours between 9am–5pm PT]

Please follow these steps to apply:

1. Reply with a short note (3–5 sentences): your relevant invoicing/shipping experience, the tools you've used, and your availability in US Pacific Time.

2. Complete the spreadsheet test (linked below). Make a copy, do the work, and share the link with view access. Name your file: VA Test – [Your Name].

3. Write two short messages (paste them in your reply):
A polite follow-up to a customer whose invoice is 10 days overdue.
A note to a customer letting them know their order shipped late and is now on the way.

4. Include the word "orderly" at the TOP of your reply so we know you read all the steps.