Virtual Assistant - Order and Sales Coordinator

Position Type: Contractor / Virtual AssistantHours - Part time - 15 to 20 hours per week Remote, flexible US Hours PSTKey Responsibilities1. Independent Retail Outreach & TrackingManage independent outreach as outlined in the Vibes Independent Outreach SOP, including:Sending initial outreach emails to independent retailers (Vibes Van Tour leads, KeHE New@KeHE accounts).Including correct KeHE item numbers, discount details, and sell sheets in communications.Logging and updating activity in the Vibes Tracking Sheet (Google Sheets).Monitor order confirmations, fulfillment dates, and reorder cadences (every 3–4 weeks).Support follow-up communications with accounts to encourage reorders and share upcoming promotions.2. Distribution Admin & CoordinationValidate purchase orders (POs) for accuracy:Confirm UPCs, pack sizes, pricing, and case quantities.Coordinate corrections with Lloyd or distributors when needed.Support Tess and Lloyd in managing order validation and communication between Vdriven, KeHE, and Vibes internal teams.Track fulfillment timelines and communicate when orders are delayed or require escalation.3. Invoicing & Financial TrackingFollow up on invoice submissions and payment statuses for Vibes and independent accounts.Maintain a simple invoice log to track submission dates, amounts, and payment confirmations.Work with Lloyd or the finance contact to flag discrepancies or missing invoices.4. Organization & Internal SupportKeep all relevant files and tracking sheets updated and organized in shared Google Drive folders.Maintain a clean communication thread across all Vibes-related Slack/email channels.Support Tess with scheduling, task tracking, and basic reporting related to independent and distributor sales.Qualifications1+ years of experience in sales operations, virtual admin, or CPG-related support.Strong organizational and communication skills (written and verbal).Experience working with Google Workspace (Sheets, Docs, Drive).Basic understanding of distributor systems (KeHE, UNFI, etc.) preferred.Ability to follow structured SOPs and maintain communication cadences.Performance GoalsMaintain 100% accuracy on POs and invoice tracking logs.Complete all retailer follow-ups within 48 hours of assigned cadence dates.Ensure no outstanding PO or invoice remains unresolved for more than 1 week.Tools UsedGoogle Drive (Docs, Sheets, Shared Folders)Email (Gmail)Slack / Asana (for internal communication and task tracking)Distributor portals (KeHE Connect)