Virtual Assistant

This is a remote position.

Our client, Golan Autotalent, is seeking a highly skilled, tech-savvy, and proactive Remote E-commerce and Marketing Virtual Assistant. This hybrid role is designed for a versatile professional who can seamlessly bridge the gap between customer relations, complex vendor logistics, e-commerce catalog management, and high-level administrative support.

In this role, you will be expected to work with a high degree of autonomy, using modern digital productivity tools—including cutting-edge AI assistants—to draft rapid communications, optimize operational workflows, and help scale our online automotive performance brand.

Please note: While this role includes light digital marketing and website maintenance responsibilities. These are secondary focus areas. The primary responsibilities of this role remain administrative support, operations, sales assistance, and vendor logistics.

This is a long-term career opportunity designed for a sharp, detail-oriented professional who can quickly learn the intricacies of automotive performance brands and eventually drive revenue growth.

This is a full-time, contractual, freelancer position for a trial period of 3 months while working at home. If you are a highly motivated and detail-oriented individual with experience and qualified based on the criteria below, we encourage you to apply. 

Upon successful completion of the evaluation period, the contractor's performance will be reviewed, potentially leading to a contract renewal that may include a performance-based commissions incentive.

A. PRIMARY FOCUS AREAS:

●      Multi-Channel Engagement: Respond promptly and professionally to client inquiries across email, phone, and live chat platforms, ensuring a top-tier customer experience.

●      Issue Resolution & Escalation: Act as the primary interface for customer concerns, resolving general inquiries, updating account information, and routing technical product queries, refund requests, or enterprise opportunities to senior staff.

●      Brand Ambassadorship: Maintain an exceptionally polite, clear, and professional tone in all external communications, building brand loyalty and trust.

●      Platform Management: Manage and update the company website/e-commerce platform, maintaining overall database integrity.

○      Example: Uploading products to Shopify, ensuring images, tags, pricing, and collections are accurate.

○      Example: Updating website content (e.g., banner updates, landing pages, announcement bars).

●      Inventory & ETA Management: Run proactive stock checks and secure pricing sheets from manufacturers and distributors.

●      Order Tracking & Backlog Monitoring: Track open purchase orders daily, verify that vendor processing times are met, and flag potential delays before they impact the end customer.

●      Logistics Coordination: Collect shipping tracking numbers, address carrier delays, and coordinate timely updates for the client.

●      Database Accuracy: Maintain and update internal order tracking sheets, spreadsheets, and CRM logs with real-time notes for immediate team visibility.

●      Billing & Quoting Support: Assist with drafting customer quotes, generating accurate invoice records, and executing customer follow-ups on unpaid orders.

●      Order Integrity Check: Cross-reference incoming order details against inventory lists to identify product, pricing, or supply anomalies before processing payments.

●      Executive Support: Assist leadership with general administrative tasks, including calendar management, meeting scheduling, email triage, and simple travel or event research.

●      Lead Nurturing & Sales Assistance: Commit to learning our automotive performance vendor catalogs to assist customers with product fitment. Follow up on open shopping carts or warm leads to close transactions. (Eligible for performance-based commission structures once established).

B. SECONDARY FOCUS AREAS:

●      Klaviyo Email & SMS Campaigns: Assist with setting up, formatting, and executing our brand's email and SMS marketing outreach.

○      Example: Formatting and scheduling email campaigns in Klaviyo, coordinating segments, and scheduling newsletters.

●      Social Media Operations: Keep our social platforms active by coordinating and pushing out marketing assets.

○      Example: Scheduling social media posts across our core platforms (Instagram, Facebook, etc.) based on our content calendar.

●      Content Flow & Process Improvement: Ensure all marketing collateral is aligned and structured.

○      Example: Following SOPs and improving workflows for content and marketing to ensure deadlines are consistently met.

●      AI Tool Integration: Actively leverage generative AI tools (e.g., ChatGPT, Claude) to accelerate and refine writing workflows.

○      Example: Using AI to draft customer responses, product descriptions, blog posts, and internal documentation (such as standard operating procedures).

●      Internal Knowledge Base: Create, format, and maintain internal team documentation, ensuring SOPs are kept up to date as workflows evolve.

●      Perform other related duties as assigned

• EDUCATION AND EXPERIENCE
  

• Bachelor’s Degree with studies in Business, Finance, Management, Marketing or related fields preferred.
  

• Minimum of 3-5 years of proven experience as an Executive Assistant or Virtual Assistant, Sales-related experience.
  

• Strong business background
  

• Basic Digital Marketing proficiency and/or experience
  

• TECHNICAL AND OTHER SKILLS (MUST-HAVES)
  

• Exceptional organizational skills and attention to detail
  

• Ability to manage multiple priorities and meet deadlines under pressure
  

• High level of professionalism and discretion
  

• PC proficiency in Microsoft Office and Google Workspace. Highly organized and flexible
  

• Excellent verbal/written communication skills with the ability to communicate with all levels of personnel effectively
  

• Organized, independent, self-motivated, detail-oriented team player. 
  

• Proactive and takes initiative without constant direction
  

• Strong knowledge of business English, spelling, and punctuation
  

• PREFERRED QUALIFICATIONS
  

• Industry Experience: Previous experience working within the Auto Repair, Automotive parts, or general automotive retail/e-commerce industry is highly preferred.
  

• US Client Exposure: Prior experience servicing US-based companies, understanding American consumer standards, and working overnight/graveyard shifts.
  

• Sales Orientation: Experience in telesales, order upselling, or customer conversion with a commission-incentivized drive.
  

• AI Tool Competency: Strong prompting skills with generative AI tools (e.g., ChatGPT, Claude) to accelerate copy drafts, customer response drafting, and workflow automation.
  

• Experience in Klaviyo or EDM, e-mail marketing tools.
  

• REQUIREMENTS FOR REMOTE WORK
  

• Eligible to work as a remote freelancer legally or contractor based in the Philippines.
  

• Natural-born Filipino citizen or Foreigner with a working VISA or permit to work in the Philippines legally.
  

• Has own computer or laptop capable of handling the rigorous demands of work.
  

• Has a fast and reliable internet connection at home (at least 200-300 MBPS)
  

• Has a quiet and distraction free work environment at home.
  

• Willing to work in graveyard shifts or changing shift US schedules.
  

• Work from home. Full-time freelancer, contractual position
  

• 9:00AM to 6:00PM Pacific Time USA, Mondays to Fridays
  

• 8 hours guaranteed shift per work day
  

• With 1 hour daily “lunch break” (unpaid)
  

• US Holidays off and unpaid
  

• PH Holidays are normal working hours / days.
  

• Any overtime needs to be pre-approved by the client
  

• COMPENSATION: $8 to $12 per hour GROSS rate depending on experience.
  
• TAXATION: As per Philippine Bureau of Internal Revenue (BIR) regulations, professional fees for self-employed individuals are subject to a 5% or 10% Expanded Withholding Tax (EWT). The final tax will be calculated based on the freelancer's submission of a valid Certificate of Registration (COR) as self-employed.
  
• CONTRACT: This is a 3-month long freelancing trial contract (full-time) that can be done remotely at home with a computer and a fast and reliable internet connection. There are no benefits for Freelancers during the evaluation period.
  
• POSSIBLE RENEWAL: However, if the Client decides to renew the contract there may be certain benefits such as paid sick leaves, paid vacation leaves, HMO health insurance and 13th month pay. These are not guaranteed and everything will depend on performance and client discretion.
  
• REPORTING TO: Although you will be reporting directly to the designated manager from our client, you will also be reporting to and will be supervised by Big Ideas Social Media Inc, who is the consultant and service provider (Agency) of the US business. Big Ideas will be the ones to provide your compensation and other HR and administrative needs locally.
  
• LEGAL STATUS: You will be classified as “Self-Employed” when it concerns legality and taxation. You will not be considered an employee of our Client or Big Ideas Philippines but instead, you will be a self-employed freelance professional.
  
• SCREENING AND VETTING PROCESS: We use AI tools to assist our team with initial application reviews and resume screening. These tools are strictly supportive; human judgment is at the core of our process, and all final hiring decisions are made by people. For information regarding your data privacy, please contact us.