Logistics Virtual Assistant 30-day paid trial · Remote · 15 hrs/week · USD $7.50/hr

Logistics Virtual Assistant
30-day paid trial · Remote · 15 hrs/week · USD $7.50/hr
Chameleon Science Pty Ltd · Australia

About the role
Chameleon Science sells research reagents to laboratories across Australia and New Zealand, sourced
from suppliers in the US, Europe and China. We handle 7–10 customer orders a week. Every order has
to be quoted, ordered from the supplier, cleared through Australian biosecurity, held at the right
temperature, delivered and invoiced.
You will run that process end to end, following our Order Logistics SOP. The role starts with logistics and
can grow into general admin.
We are looking for someone who follows a process carefully and then tells us how to make it better. If
you spot something that does not add up, we want you to stop and ask rather than push it through.
What you will own
Every order, from the customer's first request to delivery:
1. Quote the customer. Build quotes in Xero with correct pricing, freight (standard, blue ice or dry ice)
and lead time. Send them and log the deal in Pipedrive.
2. Take in orders. Check each customer PO against the quote, acknowledge it the same day, and
choose the shipping route.
3. Order from the supplier. Raise purchase orders in Xero in the supplier's currency. Track
confirmations, backorders and ship dates.
4. Prepare import paperwork. Send suppliers our import permit and manufacturer's declaration
template. Check the signed declaration matches the permit word for word.
5. Pre-clear and track. Send FedEx the clearance documents, track inbound shipments daily, and
answer customs queries the same day.
6. Arrange delivery. Brief our Sydney logistics partner, book couriers before the daily cutoff, and
manage cold-chain and dry-ice shipments.
7. Invoice. Send one Xero invoice per order at dispatch, with courier and tracking number.
8. Close out. Record delivery, keep Pipedrive and the shipment spreadsheet current, and enter
supplier bills in Xero.
Across every step:

• Answer overnight supplier questions first thing, before US and EU cutoffs.
• Check the orders@, accounts@ and info@ inboxes every day.
• Keep customers informed of ETAs and delays before they have to ask.
• Flag anything that does not match — prices, cartons, paperwork — before acting on it.

What stays with Kathryn during the trial
These decisions do not route to you in the first 30 days:

• Manufacturers declarations — you check them, Kathryn approves each one before the supplier is

told to ship.

• Courier and freight spend — ask before booking or approving.
• Permit wording for new product types — checked case by case.
• Overdue-invoice chasing — not part of the trial.
• FedEx import freight and duty invoices — Kathryn codes these in Xero.

Logins to FedEx, Toll, Team Global Express, Logistics 360, Xero, Pipedrive and the shipment
spreadsheet are set up on day one.
How hiring works
Step 1 — Application
Send a short note covering your logistics or order-processing experience and the systems you have
used, plus a 2-minute video introducing yourself.
Put DRY ICE as the first word of your subject line. Applications without it are not read — this role is
about reading instructions carefully, and this is the first test.
Step 2 — Paid test project
Shortlisted applicants complete a paid 2-hour task built from a real order: check a set of order
documents, quote it, and tell us what to do next. Paid at the hourly rate above regardless of outcome.
Step 3 — 30-day paid trial
A paid, fixed-term engagement. It is a fair test both ways: you see whether the work suits you, and we
see whether you can run orders with less and less help.
The 30 days
Week Focus Done when
1 Learn the SOP, systems and partners.
Shadow live orders.

You can explain each step and know what
routes back to Kathryn.

2 Run quotes, PO intake and supplier POs, with
Kathryn checking.

Quotes and POs go out correct and same-
day.
3 Run import paperwork, tracking and dispatch,
with Kathryn checking.

Shipments pre-cleared and dispatched with
no missed cutoffs.

4 Run the full process end to end. Propose
improvements.

Most orders need no correction, and you
have proposed at least one SOP
improvement.

At the end we review together against four measures:

• Orders processed correctly from quote to invoice.
• Supplier and courier cutoffs met.
• Pipedrive, Xero and the shipment spreadsheet matching reality at the end of each day.
• Problems flagged early, with a clear question or a suggested fix.

If it goes well the role continues, with a long-term decision at around 90 days.
What you will need
Essential

• Experience in order processing, logistics, import/export or e-commerce admin.
• Strong attention to detail — you will match documents word for word and number for number.
• Clear written English for suppliers, customers, FedEx and couriers.
• Comfort working across several systems at once and keeping them in sync.
• Reliability with deadlines, and the judgement to ask before guessing.
• A process mindset: follow the SOP, then improve it.

Nice to have

• Xero, Pipedrive or another CRM.
• International freight, customs clearance or courier bookings.
• Cold-chain or dangerous goods (dry ice) shipping.
• Experience with Australian businesses or the life sciences.
• Using AI tools to work faster.

Terms
Contract Independent contractor, 30-day paid trial, extendable in further 30-day blocks.
Pay USD $7.50 per hour, paid fortnightly.
Hours 15 hours per week, Monday to Friday.
Overlap Daily start by 6:00am Manila time (9:00am Sydney) to clear overnight supplier

email . Courier bookings must be placed before 12:00pm Manila (3:00pm Sydney).

Location Remote. Philippines preferred.
Start Monday 2 November 2026.
Reports to Kathryn Friend, Founder.
Systems Xero, Pipedrive, Gmail, Google Drive and Sheets, FedEx, Toll, Team Global

Express, Logistics 360.

Reporting A short end-of-day update: what shipped, what is waiting, what needs Kathryn.

Key dates

• Applications close: Friday 16 October 2026.
• Paid test projects: week of 19 October.
• Offer made: by Friday 30 October.
• Trial starts: Monday 2 November.