Role Overview
Clients hire you to prevent chaos. Your job is to make sure products are always available, orders are fulfilled on time, and inventory flows match demand, not guesswork. You are the operational backbone between the listing and the customer. If clients are losing sales due to stockouts or refunding due to delays, it’s your system that’s broken—or never built. This isn’t just plug-and-play with supplier dashboards. It’s active management of risk, margin, and reputation.
This role is not limited to checking if suppliers ship on time or updating spreadsheets. Clients don’t need a passive tracker—they need a reliable operator who can spot problems early and adapt fast. Fulfillment errors and inventory gaps mean losing Buy Box control on Amazon, triggering account warnings, or worse—customer churn. Done right, you protect revenue and make scaling possible. Done wrong, you create harm that shows up in refunds, reviews, and trust lost.
Standards You Must Meet
- Inventory levels must stay aligned with actual and forecasted demand — stockouts are not acceptable, and overstock must not tie up cash.
- Detect supplier delays, mismatched SKUs, or routing errors before they turn into customer complaints or lost sales.
- Maintain accurate, daily-synced tracking tools — not outdated spreadsheets or unreliable fulfillment portals.
- Ensure every order moves fast, clean, and traceably — if buyers are asking “Where’s my item?”, the system needs fixing.
- Keep fulfillment speed aligned with Amazon metrics — delays that risk Buy Box loss must be identified and resolved.
- Surface inbound stock issues, out-of-stock alerts, and backorder risks with time to act — not discovered too late.
- Build systems that allow growth — with segmentable tracking, margin visibility, and trusted reordering flows.
- Investigate unexplained refund spikes, fulfillment errors, or negative customer reviews immediately — and solve the root cause.
What You’ll Be Doing
- Track daily inventory movement across Amazon, Shopify, and supplier dashboards to keep stock levels synced and accurate.
- Review open orders and supplier queues to flag delays, out-of-stock risks, or fulfillment gaps before customer impact.
- Reconcile SKUs between platforms, listings, and suppliers to prevent mismatched shipments or listing errors.
- Coordinate reorders based on real-time sales velocity, not static thresholds, to avoid missed demand or cash traps.
- Monitor fulfillment and delivery timelines to ensure all orders meet Amazon metrics and minimize negative buyer feedback.
- Use automation triggers or AI tools where possible to reduce manual updates, lag errors, and repetitive status checks.
- Surface margin issues tied to fulfillment workflows — high shipping cost, multiple returns, or refunds linked to vendor quality.
- Maintain and update dashboards that give clients visibility into stock flow, supplier reliability, and reordering priorities.
What You’ll Hand Over
- A live inventory dashboard with synced stock levels, reorder points, and supplier availability by SKU.
- Weekly fulfillment performance summary showing order timelines, delay incidents, and resolution status.
- Backorder and low-stock alert report, with actions taken or proposed to prevent sales disruption.
- Root cause analysis of any fulfillment error or refund spike, including fix implemented and timeframe.
- Verified supplier directory with current lead times, tracked issues, and approved backup options.
Tools You’ll Need to Use
- Amazon Seller Central – Used to manage inventory, track shipments, and ensure fulfillment compliance on Amazon.
- DSers (or Oberlo for legacy setups) – Central dropshipping platform for sourcing and syncing product inventory from AliExpress.
- Shopify – Primary storefront for managing product listings, inventory levels, and order fulfillment outside of Amazon.
- Google Sheets / Excel – Essential for inventory tracking, supplier data management, and cost reconciliation.
- ShipStation – Integrates with multiple sales channels to streamline order fulfillment and shipping label generation.
- AutoDS – Supports product importing, order tracking, and stock monitoring across multiple supplier platforms.
- TrackingMore – Provides centralized tracking visibility across multiple carriers to update buyers and reduce WISMO inquiries.
Why Work Smarter
Clients know that every manual task you do costs them time and money. If a VA cannot automate basic, repetitive processes — updating order statuses, syncing stock levels, flagging delays — that’s lost margin and wasted labor. Automation isn’t a bonus skill anymore; it’s becoming the baseline unspoken expectation.
OES sets AI and automation awareness as a standard because the best clients already expect it. We stay ahead by making sure our VAs don’t fall behind.
Why Your Work Matters
In Amazon and dropshipping, inventory and fulfillment aren’t back-office functions—they are front-line battles for margin, reputation, and growth. One fulfillment delay can mean losing the Buy Box. One inventory sync error can mean a flood of refunds. When operations break down, customers don’t wait—they leave. Right now, clients need operators who can catch failures before they cost visibility, sales, or account health.
This role drives the flow of cash, not just products. If you can’t keep inventory moving predictably or orders shipping on time, your client’s growth hits a ceiling—and profit starts leaking fast. You aren’t here to track what went wrong—you’re here to prevent it from happening in the first place. Strong execution here builds durable trust. Weak execution damages brands publicly and instantly. That’s why OES doesn’t frame this as optional work—it is business-critical, client-visible, and non-negotiable.
What We Expect From You
As a Specialist Inventory & Fulfillment Expert in the Amazon + Dropshipping track, you are expected to own, not just assist with, the daily control and risk management of stock, logistics, and supplier coordination. At this tier, you are the line between profitable operations and costly errors—meaning your judgment, responsiveness, and process discipline must be sharp. You understand the stakes: OOS kills sales velocity, late shipments kill account health. You’re comfortable making decisions under pressure because you’ve earned the experience and pattern recognition to do so. You’re not waiting for SOPs—you’re reinforcing, improving, and protecting them.
We’re looking for someone who sees inventory and fulfillment as a revenue function, not just an admin cycle. You’re laser-focused on unit-level profitability, lead times, and fulfillment SLAs because you know that speed, accuracy, and compliance directly affect margin and growth. You’re systematic but not robotic—when supplier behavior shifts, you know how to escalate, renegotiate, or replace fast. And when mistakes happen, you’re already working on root causes before anyone asks. This role doesn’t operate in the background—it keeps the business stable and scale-ready, and we will hold you to that.
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$445 – $1,235
OES salary standards reflect real market benchmarks, tier and experience level, ensuring fair pay for VAs and realistic expectations for clients.
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