Job Description:

We are looking for a highly organized, process-driven Virtual Assistant to support our team with merchandising, product data management, and operational coordination.

This role is perfect for someone who enjoys structure, systems, and keeping information accurate and organized. You’ll help manage product information, support vendor portals, track product development progress, and keep important files organized so the team always knows where things are.

If you are detail-oriented, reliable, and a strong problem solver who enjoys working with a team, this could be a great fit for you.

Key Responsibilities:

Account & Operations Support

• Create and maintain Account Maps for customers including shipping methods, invoicing terms, and operational notes

• Help maintain factory and supplier data files

• Track product samples and deliveries, including shipping dates and receipt confirmations

• Monitor outstanding or delayed samples and report updates to the team

Merchandising & Vendor Portal Management

• Upload new products to vendor portals for both dropship and bulk programs

• Ensure product listings are accurate including SKUs, product descriptions, images, pricing, and specifications

• Maintain and update existing product listings across vendor portals

• Conduct quarterly merchandising reviews to ensure listings remain accurate

• Maintain the Master Merchandising File, the internal source of truth for all product information

• Update pricing sheets and ensure customer pricing aligns with approved terms

• Support sales and operations teams with accurate product and pricing information

Content, Assets & Presentation Support

• Assist in building presentations and product decks

• Write product descriptions (romance copy) for products and collections

• Organize and manage product images and sample assets

• Maintain organized Dropbox folders and file naming systems

• Ensure the team is always using the most up-to-date files

Product Development Support

• Maintain the Product Development Tracking File

• Track product status from concept to production

• Monitor timelines, sample progress, and next steps

• Help coordinate communication between product development, procurement, and merchandising teams

We sometimes ask for flexible support on related tasks, but nothing outside your skill set—and always with clear communication.

Tools You’ll Use:

• Shopify

• Microsoft Excel

• Microsoft Word

• Microsoft PowerPoint

• Microsoft Teams

• Dropbox

Qualities We’re Looking For:

• Highly organized and detail-oriented

• Process-oriented and comfortable working with systems

• Strong problem-solving skills

• Works well collaborating with a team

• Reliable and proactive

• Comfortable managing multiple files, data, and projects

What Success Looks Like in This Role:

• Vendor portals are accurate, merchandised, and up to date

• The team has one clear source of truth for item data

• Pricing and product files require minimal corrections

• Product samples and development stages are clearly tracked

• Leadership spends less time searching for files or information

Working Hours and Rate:

• Full-Time – 40 hours per week

• 9:00 AM – 4:00 PM CST (Monday to Friday)

• Rate: $5 per hour

Benefits:

• Paid 30 business days of training (focused on both mindset and skillset)

• Work-from-home opportunity

• 9th month, anniversary, and performance bonuses

• Access to training resources

• Collaborate with an excellent community of VAs

• Weekly payment

• Claim reimbursements every quarter for Philhealth contributions after 6 months of tenure, and after 1 year opt between Philhealth or HMO

Why Join us?

Join the Phyllis Song Virtual Dream Team for an opportunity to work in a supportive, growth-driven environment where your contributions are valued. With flexible work-from-home options, continuous training, and a collaborative team, you'll thrive while helping to streamline operations and enhance business success.