Virtual Assistant & Operations Specialist: CRM, Automation & Finance

Logoslabs; San Francisco (CA); On-site; USD 40,000 - 60,000; Full time

Job summary

Logoslabs is seeking a highly organized Virtual Assistant / Operations Assistant to support business operations, lead management, procurement, reconciliation, and CRM automation. You will work with Zoho, Xero, Lightspeed, Unleashed, and Shopify while coordinating communications, schedules, and data integrity.

The role requires proactive problem solving, strong written and verbal communication, and the ability to work independently.

Qualifications

• Excellent attention to detail and accuracy.

Responsibilities

• Email management (sorting, prioritising, responding to emails).
• Calendar management and scheduling.
• Document handling and organisation.
• Entering and managing data for finance and operations.
• Processing tax invoices and requests.
• Verifying and inputting legal names, addresses, equipment details, and amounts.
• Managing and responding to incoming leads promptly.
• Sending out lead response emails and follow-ups.
• Ensuring all lead-related communication is tracked and managed.
• Sending and managing purchase orders.
• Cross-checking purchase orders with sales orders.
• Following up on supplier invoices and order deliveries.
• Weekly reconciliation of invoices across Xero, Lightspeed, and Unleashed.
• Ensuring financial records match across platforms.
• Identifying and addressing discrepancies.
• Working with CRMs and automation tools (e.g., Zoho).
• Managing workflow automation to streamline administrative tasks.
• Ensuring tasks follow structured, repeatable processes.
• Managing lead-related and customer enquiries.
• Sending automated and scheduled communications (e.g., birthday emails, holiday updates).
• Supporting transition and integration of Zoho CRM.
• Maintaining structured workflows for business processes.
• Managing CRM-related tasks such as data entry and follow-ups.
• Uploading product images and descriptions to Shopify.
• Managing product updates and SEO-related changes.
• Ensuring product listings are optimised.

Skills

Attention to detail

Multitasking

Time management

Written communication

Independent worker

CRM familiarity

Proactive problem solving

Tools

Zoho

HubSpot

Salesforce

Xero

Lightspeed

Unleashed

Shopify

Asana

Trello

Monday.com

Job description

Logoslabs is seeking a highly organized Virtual Assistant / Operations Assistant to support business operations, lead management, procurement, reconciliation, and CRM automation. You will work with Zoho, Xero, Lightspeed, Unleashed, and Shopify while coordinating communications, schedules, and data integrity.

The role requires proactive problem solving, strong written and verbal communication, and the ability to work independently.