Retail Operations Assistant - Virtual Assistant

Job Description

We are looking for a highly organized, detail-oriented, and proactive Virtual Assistant to support the daily operations of our independent small-town grocery stores in Montana. This is not a basic admin-only role — the ideal candidate will assist with retail operations, pricing support, product data management, invoice tracking, vendor follow-up, reporting, customer communication, and POS-related administrative tasks.

The ideal candidate is resourceful, trustworthy, and comfortable working behind the scenes to help ownership and store teams stay organized and efficient. Experience in grocery, convenience store, retail operations, inventory management, pricebooks/margins, invoices, or point-of-sale (POS) systems is highly preferred and would be a strong advantage. This role requires strong communication skills, attention to detail, accuracy with numbers, and the ability to work independently in a fast-paced remote environment.

Requirements

Key Responsibilities:

• Help maintain accurate product information, pricing, UPCs, descriptions, pack sizes, and vendor details
• Assist with pricebook updates, POS product cleanup, and product data organization
• Review invoices and identify cost changes, pricing discrepancies, margin risks, and missing product information
• Track vendor price changes and summarize items requiring owner review
• Enter invoice and product data accurately into spreadsheets or approved systems
• Compare invoice costs against retail pricing when needed and flag low-margin products
• Help identify duplicate products, incorrect UPCs, missing pack sizes, and incomplete product records
• Prepare and maintain product, pricing, inventory, and store operation reports using Google Sheets or similar tools
• Support price tag preparation, spreadsheet cleanup, and organized product lists
• Manage email communication, vendor follow-ups, and internal operational updates
• Draft professional emails, summaries, reports, and follow-up notes for ownership review
• Track pending approvals, open questions, and vendor-related action items
• Organize customer requests, special orders, and store-related follow-up tasks
• Manage calendars, reminders, meetings, notes, and operational action items when needed
• Maintain organized Google Drive folders, spreadsheets, files, and shared documents
• Assist with project timelines and task management using ClickUp, Trello, Asana, Google Sheets, or similar tools
• Document recurring operational processes into clear SOPs and checklists
• Assist with social media scheduling, local store promotions, sales flyers, and community updates
• Support simple email campaigns, promotional tracking, and content organization
• Help ensure messaging stays aligned with a small-town, community-focused grocery brand
• Handle confidential business information, pricing data, invoices, and customer/vendor records with discretion
• Ask questions and clarify information when needed instead of making assumptions
• Provide general administrative and operational support to ownership and store leadership as needed

Qualifications & Skills:

• At least 2 years of experience as a Virtual Assistant, Administrative Assistant, Retail Assistant, Data Entry Specialist, or Operations Support Specialist
• Strong verbal and written English communication skills
• Excellent attention to detail and accuracy, especially with numbers and data
• Proficient in Google Workspace (Sheets, Docs, Drive, Gmail, Calendar)
• Comfortable working with spreadsheets, invoices, product lists, and organized operational data
• Experience with grocery stores, convenience stores, hardware stores, retail operations, inventory systems, POS systems, or pricebooks is highly preferred
• Familiarity with project management and collaboration tools such as ClickUp, Asana, Trello, Slack, or similar systems
• Ability to work independently and manage multiple priorities in a remote environment
• Strong organizational, analytical, and problem-solving skills
• Comfortable documenting workflows, creating checklists, and improving processes over time
• Trustworthy with confidential business and operational information
• Familiarity with AI tools such as ChatGPT, Claude, or automation platforms is a plus

Preferred Experience:

• Grocery store operations
• Convenience store operations
• Retail POS systems
• Vori or similar grocery POS/back-office systems
• Product pricebooks
• Invoice review and vendor cost tracking
• Margin monitoring and pricing analysis
• UPC/product data cleanup
• Inventory reporting and store-level reporting
• Google Sheets formulas and spreadsheet analysis

Benefits

• Opportunity to contribute to a growing business by enhancing efficiency and client experience.
• Supportive and collaborative work environment.
• Paid training
• Work from home

Schedule:

• 20 hours per week
• Monday to Friday
• Night shift - PH time