Sales (Netsuite) Virtual Assistant

Executive Assistant | Job Description
JOB DESCRIPTION
Executive Assistant
Employment: Full-time | 40 hours per week
Schedule: 9:00 AM - 5:00 PM EST

Role Overview
Support Sales and custom order operations by coordinating vendor quotes, managing order
fulfillment, and maintaining accurate records in NetSuite. Ensure clear communication, timely
follow-up, and consistent execution from quote request through customer delivery.

Key Responsibilities
Quoting

• Receive and review custom quote requests from Sales and the website inquiry form, ensuring all

required product specifications are present before proceeding.

• Follow up with Sales or customers when specifications are incomplete or require clarification.
• Identify and engage the appropriate vendors based on project requirements; request and track

quotes with clear follow-up to ensure timely responses.

• Validate that vendor quotes accurately match the original product specifications before

accepting them.

• Enter confirmed quotes into NetSuite for Sales to present to customers.

Order Fulfillment

• Manage the end-to-end fulfillment of approved custom orders, picking up seamlessly when Sales

converts an accepted quote into an order.

• Engage vendors to initiate production, confirm specifications, and track lead times against open

Sales Orders.

• Coordinate artwork and proof management, including collecting customer files, routing vendor

proofs for approval, and obtaining written customer sign-off before production begins.

• Issue and manage Purchase Orders for domestic vendors; hand off overseas orders to the

logistics team with complete documentation.

• Maintain accurate, up-to-date records in NetSuite, including artwork approvals, proof files,

shipping confirmations, and order status at every key checkpoint.

• Monitor domestic drop-ship orders through to customer delivery, following up with vendors on

delays and keeping Sales informed.

• Identify order discrepancies or production issues and resolve them or escalate as needed.
• Follow and help improve department SOPs with a focus on accuracy and process consistency.

Additional Duties

• Perform other related or ad hoc tasks outside regular duties as may be assigned from time to

time.

How to Apply:

Please send us your:

Updated CV/Resume
Intro Video
WhatsApp Number

Please make sure to keep an eye on your messages because we will reach out right away if your qualifications match the role.

Experience is required.