Overview:
We are seeking a detail-oriented and highly organized Bookkeeping, Import/Export & Order Management Virtual Assistant to support the day-to-day accounting, purchasing, inventory, order management, and import/export operations of a growing business. The ideal candidate has hands-on experience with Odoo, bookkeeping/accounting, and import/export processes. Experience preparing customs documentation and supporting customer release processes is highly desirable. This role requires someone who can work independently, manage multiple priorities, maintain accurate records, and communicate effectively with internal teams, customers, vendors, and other stakeholders.
Schedule:
- Full-time
- 35-45 hours per week; schedule to be finalized based on business needs
Key Responsibilities:
Bookkeeping & Accounting
- Perform day-to-day bookkeeping and accounting support.
- Record and maintain accurate financial transactions.
- Assist with accounts payable and accounts receivable activities.
- Process and organize vendor invoices, payments, customer balances, and other financial records.
- Reconcile transactions and identify discrepancies or missing information.
- Maintain accurate and organized accounting documentation.
- Assist with financial reporting and other accounting-related administrative tasks.
- Ensure financial and operational records are updated accurately and on time.
Odoo Management
- Use Odoo as a primary business management and operations platform.
- Manage and update customer, vendor, product, inventory, purchasing, and order information within Odoo.
- Process and monitor sales and purchase orders.
- Maintain accurate records throughout the order-to-delivery process.
- Review transactions and records for accuracy.
- Assist in troubleshooting discrepancies within Odoo and escalate issues when necessary.
Odoo experience is REQUIRED for this position.
Import/Export & Customs Documentation
- Assist with import and export-related administrative processes.
- Prepare and organize documentation required for shipments and customer release.
- Maintain accurate import/export records.
- Coordinate and organize shipping and customs-related documents.
- Assist with documentation required by customs brokers, carriers, vendors, and customers.
- Track shipments and follow up on documentation or information needed to facilitate timely release.
- Ensure documents are complete, accurate, and properly filed.
- Communicate with relevant parties regarding shipment and customs requirements.
Purchasing & Inventory Management
- Assist with purchasing activities and purchase order management.
- Track purchase orders and vendor communications.
- Maintain accurate inventory records.
- Monitor inventory levels and flag potential shortages or discrepancies.
- Coordinate information between purchasing, inventory, accounting, and operations.
- Assist with receiving and inventory-related documentation.
- Maintain accurate product and vendor information in Odoo and other systems.
Order Management
- Process and monitor customer and sales orders.
- Ensure orders are entered accurately and updated throughout the fulfillment process.
- Coordinate with internal teams, vendors, and customers regarding order status.
- Identify delays, discrepancies, or missing information and escalate them promptly.
- Maintain organized records of orders, shipments, and related documentation.
- Support the team in ensuring orders are processed accurately and efficiently.
Administrative & Operational Support
- Maintain organized digital records and documentation.
- Update spreadsheets, databases, and internal systems as needed.
- Follow established workflows and Standard Operating Procedures (SOPs).
- Assist with recurring administrative and operational tasks.
- Identify process gaps and recommend improvements when appropriate.
- Communicate clearly and proactively regarding issues, delays, and priorities.
- Provide general administrative support to the operations and accounting teams.
Required Qualifications:
- Previous hands-on experience with Odoo — REQUIRED.
- Previous bookkeeping or accounting experience.
- Experience with accounts payable and/or accounts receivable.
- Experience with import/export processes.
- Familiarity with order management and purchasing processes.
- Strong attention to detail and accuracy.
- Excellent organizational and time-management skills.
- Strong written and verbal English communication skills.
- Ability to manage multiple tasks and priorities independently.
- Strong problem-solving and analytical skills.
- Proficiency with spreadsheets and common business software.
- Reliable internet connection and a professional remote work environment.
- Experience preparing customs documentation.
- Experience preparing documents for customer release.
- Experience working with customs brokers, freight forwarders, or shipping companies.
Preferred Qualifications:
- Experience with inventory management.
- Experience with purchasing and procurement.
- Experience managing sales and purchase orders.
- Experience in distribution, logistics, manufacturing, wholesale, or import/export businesses.
- Experience with QuickBooks Online or similar accounting software.
- Experience coordinating between accounting and operations teams.
Ideal Candidate:
The ideal candidate is someone who can serve as a reliable bridge between accounting and operations. You should be comfortable working inside Odoo, handling financial records, tracking orders and inventory, and supporting import/export documentation.
