Supplier Sourcing & Business Development Virtual Assistant

Supplier Sourcing & Business Development Virtual Assistant

(Chemical Supply Chain & Procurement Support)

About the Company

An Australian chemical distribution and logistics company specializing in sourcing, supplying, and distributing chemicals across various industries including mining, manufacturing, construction, agriculture, laboratories, universities, and research institutions.

The company sources products locally within Australia and internationally across Asia—including India, China, Malaysia, Indonesia, and Vietnam—to provide customers with competitive pricing and reliable logistics solutions.

With increasing customer demand and expansion plans into New Zealand, North America, Europe, and Asia, the business is looking for its first long-term Virtual Assistant who can help build scalable supplier networks and customer relationships while supporting future international growth.

Position Overview

We are seeking a proactive, highly organized, and commercially minded Virtual Assistant to support supplier sourcing, procurement research, customer inquiries, and business development.

Unlike a traditional administrative VA, this role requires someone who enjoys research, relationship building, and creating organized systems that will allow the company to scale internationally.

The successful candidate will become a key member of the business, helping establish supplier databases, communicate with manufacturers and distributors worldwide, assist with customer quotations, and eventually grow into a leadership role managing future VAs as the company expands.

Primary Responsibilities

Supplier Research & Database Development

• Research Australian chemical suppliers
  
• Research international suppliers across:
  
• India
  
• China
  
• Malaysia
  
• Indonesia
  
• Vietnam
  
• Build and maintain a centralized supplier database
  
• Gather supplier product catalogs
  
• Identify preferred suppliers by region
  
• Organize supplier information by:
  
• Products
  
• Chemical grades
  
• Geographic location
  
• Lead times
  
• Logistics capability
  
• Maintain updated supplier records
  

The client emphasized that creating a comprehensive supplier database is one of the highest priorities for scaling the business.

Procurement & Sourcing Support

• Source products based on customer inquiries
  
• Compare suppliers
  
• Request quotations
  
• Gather product specifications
  
• Verify product availability
  
• Research alternative suppliers
  
• Monitor pricing trends
  
• Assist with procurement decisions
  
• Support logistics coordination
  

Supplier Relationship Management

• Reach out to suppliers via professional email
  
• Request catalogs and pricing
  
• Build long-term supplier relationships
  
• Follow up on outstanding requests
  
• Coordinate documentation
  
• Maintain communication records
  
• Escalate supplier issues when necessary
  

Customer Inquiry Support

• Respond to inbound customer inquiries
  
• Assist in gathering quotation information
  
• Coordinate customer requests
  
• Follow up on sales inquiries
  
• Organize customer information
  
• Assist with lead qualification
  
• Support proposal preparation
  

The VA will initially support existing inquiries before proactively expanding supplier and customer networks.

Sales & Business Development

• Conduct market research
  
• Research potential customers
  
• Identify companies requiring chemical products
  
• Build prospect lists
  
• Maintain CRM/database
  
• Follow up on sales opportunities
  
• Support business growth initiatives
  
• Assist with regional expansion
  

Documentation & Compliance Support

• Organize Safety Data Sheets (SDS)
  
• Maintain product documentation
  
• Upload compliance documents
  
• Assist with Australian regulatory documentation
  
• Organize downloadable product resources
  
• Ensure accurate record keeping
  

The client plans to build an Australian-compliant library of Safety Data Sheets that the VA will help organize and distribute to customers.

Administrative Support

• Email management
  
• Data entry
  
• Documentation management
  
• Spreadsheet maintenance
  
• Reporting
  
• File organization
  
• Process documentation
  

Occasional Phone Support

Although approximately 90% of communication is via email, the VA may occasionally:

• Receive inbound calls
  
• Make outbound calls
  
• Clarify customer requirements
  
• Contact suppliers when urgent clarification is needed
  

The client expects phone communication to be infrequent and primarily for urgent matters.

Future Growth Opportunities

This position is designed as a long-term role with significant career progression.

Future responsibilities may include:

• Managing additional VAs
  
• Leading a Philippine support team
  
• Training new staff
  
• Managing supplier territories
  
• Supporting international expansion
  
• Process improvement
  
• Business operations coordination
  

The client specifically shared his vision of establishing a satellite office in the Philippines, with the first VA potentially growing into a Team Leader role.

Required Skills

Technical Skills

• Supplier sourcing
  
• Procurement support
  
• Internet research
  
• Email communication
  
• Data management
  
• Excel / Google Sheets
  
• Database management
  
• Documentation management
  
• CRM experience (preferred)
  
• Microsoft Outlook
  
• Business writing
  

Preferred Background

Experience in one or more of the following:

• Chemical industry
  
• Chemical distribution
  
• Supply chain
  
• Procurement
  
• Purchasing
  
• Logistics
  
• Industrial products
  
• Manufacturing
  
• Business Development
  
• B2B Sales
  

Chemical industry experience is preferred but not mandatory, as training will be provided.

Soft Skills

The client specifically highlighted the following qualities:

• Excellent written English
  
• Professional communication
  
• Strong interpersonal skills
  
• Time management
  
• Cultural awareness
  
• Emotional maturity
  
• Resilience when dealing with difficult suppliers or customers
  
• Ability to represent the company professionally
  
• Strong organizational skills
  
• Initiative
  
• Attention to detail
  
• Long-term mindset
  

Tools

The VA will primarily work with:

• Microsoft Outlook
  
• Microsoft Office
  
• Excel
  
• Shared email accounts
  
• Supplier databases
  
• Online research platforms
  
• Company website
  
• Future CRM/database systems
  

Potential future tools:

• Cloud-based phone system
  
• CRM platform
  
• Shared supplier database
  

Working Hours

Part-Time

• Initial commitment:
  
• 10 hours per week
  
• Flexible schedule
  
• Daily consistency preferred rather than completing all hours in one day
  
• Availability for occasional urgent requests
  

The client emphasized that the work should be spread consistently throughout the week to ensure timely supplier and customer follow-ups.

Ideal Candidate

The ideal VA is someone who:

• Enjoys research
  
• Thinks proactively
  
• Can build organized systems
  
• Loves solving problems
  
• Communicates professionally
  
• Wants long-term career growth
  
• Is comfortable working independently
  
• Wants to become part of a growing international business