Virtual Assistant — Ecommerce Operations & CRM Manager

Virtual Assistant — Ecommerce Operations & CRM Manager (Recurring, Part-Time/Full-Time) We're a Shopify studio and growth agency looking for a reliable virtual assistant to manage the day-to-day operations of our system. This is recurring, ongoing work for the right person — not a one-off task. If you want consistent income with a real routine, this is built for you. WHAT YOU'LL BE MANAGING Quality Review Finished site builds get sent to you for review before they go to the client. You'll check them against our quality checklist — no placeholders, proper alignment, working links, everything filled out — and either mark them approved or send them back for fixes. Inbox & Lead Management We run an AI assistant that handles initial Instagram DM conversations with leads. Your job is to monitor that it's working correctly — if it starts sending bad responses, you'll know how to turn it off in HubSpot and pick up the conversation yourself, making sure no lead goes unanswered. CRM / Deal Pipeline (HubSpot) Leads move through defined stages: Lead Created → Sales Process → Onboarding → In Site → Showcase & Revisions → Closed. You'll make sure deals are actually moving through these stages correctly, nothing is stuck or forgotten, and high-intent or higher-value leads get a call scheduled (we'll give you the booking link). Client Communication When a client has an issue or wants revisions on their site, you'll be the one communicating back and forth with them to get it resolved — professional, responsive, and on top of it until it's closed out. WHAT WE'RE LOOKING FOR • Comfortable with CRM tools (HubSpot experience is a big plus, but not required if you're a fast learner) • Experience managing a business inbox or social DMs (Instagram / Meta Business Suite) • Detail-oriented — you'll be the last check before something reaches a client • Clear, professional written communication • Reliable and available for ongoing, consistent work — this is a routine role, not a sporadic gig • Bonus: familiarity with Shopify/ecommerce, so you understand what you're reviewing This role does not include handling sales calls directly — you're managing the system behind the scenes so nothing falls through the cracks. TO APPLY (read carefully — generic AI-generated proposals will be ignored) Start your proposal with the word "SYSTEMS2026" and include a short video (30–60 seconds, Loom is fine) introducing yourself and briefly explaining how you'd handle a lead that's gone quiet for two days in a CRM pipeline. Proposals without both will not be considered.