Job Title: Remote Administrative Assistant
Location: Remote
Job Type: Full-time
Reports to: Director of Operations
Work Hours: 9am - 6 pm Central Time
About Us
At VirtualPostMail, we are passionate about our job and our team. An important aspect of our company is that we strive for continuous growth for the company through nurturing professional and personal growth in our Team Members. As a whole, we empower one another by creating an environment that allows our employees to work with their unique strengths to hone their skills. We also challenge one another so that we can broaden our capabilities and outlook.
Originating in California, we are a rapidly evolving tech company Commercial Mail Receiving Agency (CMRA) dedicated to providing premier mail solutions for a global clientele, ranging from freelancers to emerging small businesses. With nearly two decades of industry expertise, we have recently extended our reach into Nevada, Delaware, Florida, and Texas. As we continue this journey of expansion, we are eager to welcome new members to our nationwide team!
As an Administrative Assistant, you will be the logistical linchpin of our operations, managing everything from vendor relationships and property logistics to shipment tracking and community donations from your remote workspace. If you love problem-solving, navigating processes, and keeping physical operations moving smoothly from afar, we want you on our team!
If you thrive on variety and love being a jack-of-all-trades with a daily workload that evolves, you will feel right at home here.
You'll be working in a fast-paced but fun and friendly environment where your ideas and hard work are appreciated and recognized.
For more information about our company, please visit our website: www.virtualpostmail.com
Key Responsibilities
In this role, you will take ownership of several specialized administrative, logistical, and property-related workflows:
- Mail & Compliance Logistics: Handle the filing of USPS Form 1583 (Application for Delivery of Mail Through Agent) for our team to ensure seamless digital mail operations.
- Shipping & Claims Management: Oversee outgoing and incoming logistics, and aggressively track, file, and resolve shipping claims for lost or damaged inventory/items.
- Property Management & Vendor Coordination: Remotely oversee property management tasks. This includes sourcing, vetting, and coordinating local vendors and utilizing on-demand platforms like TaskRabbit to handle physical, on-site tasks.
- Maintenance & Asset Care: Manage product warranties and repairs for company equipment, ensuring assets are serviced under contract terms. Coordinate eco-friendly e-waste removal and tech recycling when assets reach end-of-life.
- Donation Coordination: Act as the primary point of contact for our charitable giving initiatives, organizing and coordinating physical or monetary donations to partner organizations.
- General Virtual Support: Assist on time-sensitive task coordination, digital filing, and team communication as needed.
- Purchasing Office Supplies & Invoicing: Procure necessary office supplies and equipment, and manage the filing of invoices for tracking and expense reporting.
Qualifications & Skills
We are looking for a proactive executor who enjoys logistics and can figure things out independently. Ideally, you bring:
- 5+ years of property management experience PREFERRED: Prior remote work experience is highly preferred.
- Logistical Mindset: Experience handling shipping claims, asset management, or legal/government form filing (like USPS Form 1583) is a major asset.
- Vendor Management: Comfortable hiring, directing, and managing third-party contractors and gig-economy workers (e.g., TaskRabbit) to execute physical tasks remotely.
- Tech Savvy: Proficiency with Google Workspace and project management systems (such as Asana), alongside communication tools like Slack and Zoom.
- High Organizational Skills: You can juggle multiple responsibilities simultaneously and keep complex workflows on track. Prior experience with Asana, Monday, or similar task management platform is highly desirable.
- Resourcefulness & Grit: You don't need a playbook for every scenario; you are excellent at researching solutions, following up on claims, and negotiating with vendors to get things done.
- Communication: Exceptional written and verbal communication skills, with the ability to maintain professional persistence when dealing with insurance, shipping carriers, or property vendors.
What We Offer
- Competitive salary ranging from $25 - $35 / hour (DoE).
- Comprehensive health, dental, and vision insurance.
- Paid time off (PTO) and paid holidays.
- A high degree of autonomy and trust in your day-to-day operations.
Pay: $25.00 - $35.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: Remote
