Supplier Sourcing & Business Development Virtual Assistant

(Chemical Supply Chain & Procurement Support)

About the Company

An Australian chemical distribution and logistics company specializing in sourcing, supplying, and distributing chemicals across various industries including mining, manufacturing, construction, agriculture, laboratories, universities, and research institutions.

The company sources products locally within Australia and internationally across Asia—including India, China, Malaysia, Indonesia, and Vietnam—to provide customers with competitive pricing and reliable logistics solutions.

With increasing customer demand and expansion plans into New Zealand, North America, Europe, and Asia, the business is looking for its first long-term Virtual Assistant who can help build scalable supplier networks and customer relationships while supporting future international growth.

Position Overview

We are seeking a proactive, highly organized, and commercially minded Virtual Assistant to support supplier sourcing, procurement research, customer inquiries, and business development.

Unlike a traditional administrative VA, this role requires someone who enjoys research, relationship building, and creating organized systems that will allow the company to scale internationally.

The successful candidate will become a key member of the business, helping establish supplier databases, communicate with manufacturers and distributors worldwide, assist with customer quotations, and eventually grow into a leadership role managing future VAs as the company expands.

Primary Responsibilities

Supplier Research & Database Development

Research Australian chemical suppliers
Research international suppliers across:

India
China
Malaysia
Indonesia
Vietnam

Build and maintain a centralized supplier database
Gather supplier product catalogs
Identify preferred suppliers by region
Organize supplier information by:

Products
Chemical grades
Geographic location
Lead times
Logistics capability

Maintain updated supplier records

The client emphasized that creating a comprehensive supplier database is one of the highest priorities for scaling the business.

Procurement & Sourcing Support

Source products based on customer inquiries
Compare suppliers
Request quotations
Gather product specifications
Verify product availability
Research alternative suppliers
Monitor pricing trends
Assist with procurement decisions
Support logistics coordination

Supplier Relationship Management

Reach out to suppliers via professional email
Request catalogs and pricing
Build long-term supplier relationships
Follow up on outstanding requests
Coordinate documentation
Maintain communication records
Escalate supplier issues when necessary

Customer Inquiry Support

Respond to inbound customer inquiries
Assist in gathering quotation information
Coordinate customer requests
Follow up on sales inquiries
Organize customer information
Assist with lead qualification
Support proposal preparation

The VA will initially support existing inquiries before proactively expanding supplier and customer networks.

Sales & Business Development

Conduct market research
Research potential customers
Identify companies requiring chemical products
Build prospect lists
Maintain CRM/database
Follow up on sales opportunities
Support business growth initiatives
Assist with regional expansion

Documentation & Compliance Support

Organize Safety Data Sheets (SDS)
Maintain product documentation
Upload compliance documents
Assist with Australian regulatory documentation
Organize downloadable product resources
Ensure accurate record keeping

The client plans to build an Australian-compliant library of Safety Data Sheets that the VA will help organize and distribute to customers.

Administrative Support

Email management
Data entry
Documentation management
Spreadsheet maintenance
Reporting
File organization
Process documentation

Occasional Phone Support

Although approximately 90% of communication is via email , the VA may occasionally:

Receive inbound calls
Make outbound calls
Clarify customer requirements
Contact suppliers when urgent clarification is needed

The client expects phone communication to be infrequent and primarily for urgent matters.

Future Growth Opportunities

This position is designed as a long-term role with significant career progression.

Future responsibilities may include:

Managing additional VAs
Leading a Philippine support team
Training new staff
Managing supplier territories
Supporting international expansion
Process improvement
Business operations coordination

The client specifically shared his vision of establishing a satellite office in the Philippines, with the first VA potentially growing into a Team Leader role.

Required Skills

Technical Skills

Supplier sourcing
Procurement support
Internet research
Email communication
Data management
Excel / Google Sheets
Database management
Documentation management
CRM experience (preferred)
Microsoft Outlook
Business writing

Preferred Background

Experience in one or more of the following:

Chemical industry
Chemical distribution
Supply chain
Procurement
Purchasing
Logistics
Industrial products
Manufacturing
Business Development
B2B Sales

Chemical industry experience is preferred but not mandatory, as training will be provided.

Soft Skills

The client specifically highlighted the following qualities:

Excellent written English
Professional communication
Strong interpersonal skills
Time management
Cultural awareness
Emotional maturity
Resilience when dealing with difficult suppliers or customers
Ability to represent the company professionally
Strong organizational skills
Initiative
Attention to detail
Long-term mindset

Tools

The VA will primarily work with:

Microsoft Outlook
Microsoft Office
Excel
Shared email accounts
Supplier databases
Online research platforms
Company website
Future CRM/database systems

Potential future tools:

Cloud-based phone system
CRM platform
Shared supplier database

Working Hours

Part-Time

Initial commitment:

10 hours per week

Flexible schedule
Daily consistency preferred rather than completing all hours in one day
Availability for occasional urgent requests

The client emphasized that the work should be spread consistently throughout the week to ensure timely supplier and customer follow-ups.

Ideal Candidate

The ideal VA is someone who:

Enjoys research
Thinks proactively
Can build organized systems
Loves solving problems
Communicates professionally
Wants long-term career growth
Is comfortable working independently
Wants to become part of a growing international business

Business Development Executive – Freight Forwarding (Apply via link)

About this role

Requirements