Operations & Project Management Virtual Assistant

Company: Peakfinity Labs
Position: Operations & Project Management Virtual Assistant
Type: Full-Time
Remote Position

About Peakfinity Labs

Peakfinity Labs is a rapidly growing supplement manufacturing and product development company helping brands bring their products from concept to market.

We're looking for a highly organized, proactive Operations & Project Management VA to help manage client projects, coordinate with our fulfillment and packaging partners, and make sure nothing falls through the cracks.

This is not a basic data-entry VA position.

You'll be responsible for keeping projects moving, following up with multiple parties, communicating updates to clients, and making sure deadlines and deliverables are being met.

What You'll Be Responsible For

Client Project Management

Manage and track active client projects from onboarding through production and fulfillment

Keep project timelines, statuses, and next steps organized and up to date

Follow up with clients when we need approvals, information, artwork, payments, or other deliverables

Provide clients with clear and professional project updates

Identify projects that are stalled and proactively work to get them moving again

Keep our internal team updated on important client issues, delays, and upcoming deadlines

Supplier & Packaging Coordination

Communicate with packaging suppliers regarding bottles, labels, boxes, pouches, and other packaging components

Request and follow up on quotes, lead times, proofs, production statuses, and shipping information

Track packaging orders and make sure components arrive when they're needed

Coordinate artwork/proof approvals between clients, suppliers, and our team

Flag potential delays before they become bigger problems

ShipVelocity & Fulfillment Coordination

Communicate directly with ShipVelocity regarding client inventory and fulfillment

Coordinate inbound shipments and inventory arriving at the fulfillment center

Follow up on receiving and inventory discrepancies

Help troubleshoot fulfillment-related issues

Make sure clients and our internal team receive accurate updates regarding fulfillment and inventory

Operations

Maintain organized project management systems for every active client

Update project statuses, deadlines, notes, and outstanding action items

Follow up with vendors and partners without needing to be reminded

Keep documents, quotes, invoices, proofs, and project information organized

Create simple SOPs and improve processes as we grow

Help our team identify bottlenecks and keep operations running smoothly

What We're Looking For

We're looking for someone who is:

Extremely organized

A strong written English communicator

Proactive and comfortable following up with people repeatedly

Comfortable communicating directly with clients and vendors

Able to manage many projects simultaneously without losing track of details

Good at identifying what needs to happen next without waiting for instructions

Reliable with deadlines and follow-ups

Comfortable working in a fast-moving startup environment

Able to solve basic problems independently before escalating them

Experience with project management, operations, manufacturing, logistics, fulfillment, e-commerce, or supply-chain coordination is a major plus.

Experience in the supplement, CPG, manufacturing, or 3PL industry is an even bigger plus.

Tools You May Work With

Depending on the project, you'll work with tools such as:

Slack

Google Workspace

Project management software

Email

Spreadsheets

ShipVelocity

Supplier/vendor portals

You don't need to know every system already, but you need to be comfortable learning new software quickly.

What Success Looks Like

The goal of this role is simple:

Our clients should always know what's happening with their projects, our suppliers should always know what we need from them, and our team should never have to wonder whether something was followed up on.

If a packaging supplier says they'll have an update Friday, you're following up Friday.

If a client hasn't approved their artwork, you're following up.

If inventory is supposed to arrive at ShipVelocity, you're confirming that it arrived.

If a project is falling behind schedule, you're identifying the problem and bringing it to the team's attention before it becomes an emergency.

We want someone who takes ownership, not someone who simply completes assigned tasks.

How to Apply

Please include the following in your application:

A brief introduction about yourself and your previous experience.

Any experience you have with project management, client communication, manufacturing, logistics, fulfillment, or supplier coordination.

What project management tools you've used before.

Your current availability and preferred working hours.

Your expected monthly salary.

Start your application with the words "Peakfinity PM" so we know you read the entire job description.

Short Scenario

Please also answer these questions. (Do not use AI for these, we are technologically literate and can tell.):

A client's packaging supplier tells you their bottles are delayed by two weeks, but production is scheduled to begin next week. What would you do?

Tell us about a time you managed multiple projects or clients simultaneously. How did you make sure nothing fell through the cracks?

Three things happen at the same time: a client is asking for an urgent update, a supplier needs an approval today to avoid a delay, and ShipVelocity reports an inventory discrepancy. How would you prioritize them and why?

Write a short message to a client explaining that their project has been delayed by approximately one week because of a packaging supplier issue.

A client sends you a message asking something you don't know the answer to. What do you do before asking your manager?

We're looking for someone who can think through problems and communicate effectively—not simply follow instructions.

If that's you, we're looking forward to speaking with you.