Virtual Assistant for Ducting Store

About Us We are a UK-based business specialising in ducting, ventilation products and associated materials, supplying customers across the UK. We are looking for an experienced Virtual Assistant / Customer Service & Sales Support Assistant to join our team and help manage customer enquiries, quotations, measurements and order logistics. Website: https://ductingtechair.com/ This is more than a basic customer service role. We need someone who can understand what the customer is asking for, work out what products and quantities they require, provide accurate quotations and help organise orders for delivery. The Role Your main responsibility will be handling customer enquiries and helping customers find the correct ducting and ventilation products for their requirements. You will be expected to: Respond to customer enquiries by email, phone and/or other communication channels Provide professional and friendly customer service Understand our product range and recommend suitable products Read customer requirements, drawings or measurements and work out what products/quantities they need Calculate measurements where required Prepare and send quotations to customers Follow up quotations and customer enquiries Deal with product, pricing, delivery and availability questions Liaise with our suppliers/distribution centres where necessary Process customer orders accurately Check orders before they are sent out Add all orders to our route sheet Organise orders based on which distribution centre they need to be collected from Help plan which orders need to be collected and delivered to customers Keep customer/order information organised and up to date Communicate any issues with orders, stock or deliveries to our team Product Knowledge – IMPORTANT We are not looking for a generic VA with no industry knowledge. Ideally, you will have previous experience working with: Ducting Ventilation HVAC Air conditioning Extraction systems Building/plumbing materials Construction supplies Mechanical services A similar trade/industrial product environment You do not need to know everything from day one, as we can provide training, but you should already have a good understanding of technical/trade products and be comfortable learning our product range quickly. For example, if a customer contacts us and explains the size of their ventilation system, duct dimensions or what they are trying to install, you should be able to understand the requirement and work out what information/products are needed rather than simply forwarding the enquiry to someone else. Skills We Are Looking For Essential: Fluent written and spoken English Excellent communication skills Strong attention to detail Good understanding of measurements and quantities Comfortable working with numbers Able to understand customer requirements and technical information Good organisational skills Able to work independently Reliable and responsive Good computer skills Experience with customer service and/or sales Able to prepare accurate quotations Comfortable using Excel/Google Sheets or similar Highly desirable: Previous experience in ducting/ventilation/HVAC Previous experience in construction or trade supplies Experience preparing technical/product quotations Experience dealing with contractors, installers or trade customers Experience with delivery/route planning Shopify experience Experience working with distribution centres or suppliers Route Sheets & Logistics A key part of the role will be keeping our route sheet accurate. Once orders are received, you will need to enter the relevant information so that we can see: Customer Delivery address Order details Products/quantities Required collection/distribution centre Delivery requirements Any special instructions Relevant dates/times You will then help us organise the orders so our team can clearly see which orders need to be collected from each distribution centre and which customers they need to be delivered to. Accuracy is extremely important because mistakes here can cause delays, incorrect deliveries or unnecessary collection journeys. Training We can provide training on our specific products, systems and processes. However, we are looking for someone who already has relevant industry experience or experience with similar technical/trade products. The ideal person should be able to learn our product range relatively quickly and eventually handle most customer enquiries without needing constant assistance. What We Are Looking For We want someone who can become a long-term member of our team, rather than someone simply looking for a short-term VA job. The ideal candidate will be: Reliable + technically minded + organised + good with customers + good with numbers + commercially aware. If you have experience working for a ducting, ventilation, HVAC, construction or trade supply company, please mention this clearly in your application. To Apply Please include: A brief introduction about yourself Your previous experience in customer service/sales/VA roles Any experience you have with ducting, ventilation, HVAC, construction or similar products Examples of the types of products you have previously worked with Your experience preparing quotations Your experience working with measurements/quantities Your experience with route planning, logistics or delivery coordination Your availability and working hours Your hourly rate Important: Please do not send a generic VA application. We are specifically looking for someone who can understand technical products and customer requirements, communicate professionally with UK customers and take responsibility for enquiries, quotations and order administration. We are happy to provide product training to the right person and are looking for a long-term working relationship.