How To Hire A Shopify Virtual Assistant (+Free Job Template)

shopify virtual assistant

Last Updated: April 2024

Looking to scale your online store? Hiring a Shopify virtual assistant might just be the boost you need.

With over 4.8 million businesses globally relying on Shopify for e-commerce success, the demand for skilled assistants is soaring.

Picture this: streamlined operations, increased sales, and more time to focus on what matters.

In this guide, we’ll show you the ropes of hiring your perfect Shopify VA, along with a free job template to get you started.

Let’s dive into the world of e-commerce optimization together!

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What is Shopify Virtual Assistant?

Understanding the role of a virtual assistant for Shopify is crucial for optimizing your online store. These professionals specialize in handling a range of tasks, from order processing and inventory management to customer support and social media marketing.

A virtual assistant for Shopify acts as your reliable partner, freeing up your time to focus on core business strategies. Whether it’s updating product listings, managing emails, or enhancing customer experiences, they are your behind-the-scenes support system, ensuring smooth operations and growth for your e-commerce venture.

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Virtual Assistant Shopify – Tasks

Your Shopify virtual assistant is your all-in-one solution for efficient store management. They handle a variety of crucial tasks, including:

  1. Product Uploads and Management: Adding new products, updating descriptions, and maintaining accurate inventory levels.
  2. Order Processing: Managing orders, processing payments, and ensuring timely fulfillment.
  3. Customer Support: Responding to inquiries, resolving issues, and providing top-notch customer service.
  4. Website Maintenance: Keeping your Shopify site updated, running smoothly, and optimized for performance.
  5. Marketing Assistance: Creating and scheduling social media posts, running ad campaigns, and analyzing results.
  6. Data Entry and Analytics: Organizing data, generating reports, and providing insights for informed decision-making.
  7. SEO Optimization: Implementing strategies to improve search engine visibility and drive organic traffic.
  8. Email Marketing: Designing newsletters, managing subscriber lists, and tracking email campaign performance.
  9. Research and Recommendations: Staying updated on industry trends, identifying growth opportunities, and suggesting improvements.
  10. Administrative Tasks: Handling bookkeeping, conducting research, scheduling appointments, booking flights, hotels, etc., and more for you and your team.
  11. Reporting & Analytics: Can monitor and analyze your store traffic, sales data, and other metrics to recognize the problem areas and implement optimization strategies.
  12. Graphic Design Tasks: Designing banners, graphics, and other stunning visual elements for your website or social media purposes.
  13. Competitor Analysis: The Shopify virtual assistant can even dig into your competitors’ data and identify potential marketing opportunities to help you stay ahead of the competition.
  14. Influencer Outreach: Assists in finding the right influencers for your brand collaborations.
  15. Affiliate Marketing: Your virtual assistant is skilled in managing the affiliate program and recruiting new affiliates to promote your website.

With a virtual assistant for Shopify, you can streamline operations, enhance customer experiences, and grow your online business effectively.

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How Much to Pay for Your Shopify Virtual Assistant

Determining the appropriate pay for your Shopify virtual assistant depends on various factors such as experience, expertise, and the scope of tasks involved.

On average, you can expect to pay anywhere from $10 to $20 per hour for a competent virtual assistant. However, rates may vary based on geographic location, skill level, and additional services offered.

Some virtual assistants may also prefer a fixed monthly rate or project-based pricing. Or when they charge on an hourly basis, this can even start from $500 and go up to $4000 per month.

In general, you will find virtual assistant charges ranging from $5 to $50 and more, especially for US-based and admin-focussed virtual assistants.

Ensure clarity on payment terms and expectations to establish a fair and mutually beneficial arrangement.

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How to Hire the Virtual Assistant for Shopify

Hiring a virtual assistant for a Shopify store is similar to onboarding an in-house employee. You will assess their qualifications and ability to meet your expectations.

Let us guide you through the steps to hire a virtual assistant for the customer service vertical.

Step 1. Create Workflow Documentation

When hiring a Shopify virtual assistant, they might need to be made aware of everything and there could be some unfamiliar challenges along the way. To ensure that things run smoothly, it’s crucial to have the necessary workflow documentation in place.

Include gifs, screenshots, and videos along with simple instructions to help them understand better.

Additionally, develop a set of predefined set of customer service answers for common and frequently asked questions. This empowers virtual assistants to efficiently handle customer inquiries and prevent miscommunications.

For even better-organized learning, you can develop flow charts of action steps for common customer service scenarios. This will help your VAs to refer to quickly and provide faster resolutions. Refer to the image below for an illustration/example.

cs-flow chart - shopify virtual assistant

Lastly, you need to assess the VA’s efficiency in using various CRM tools that you use for business, like Gorgias, Mailchimp, or Buffer, etc. Please find out if they have hands-on experience with these tools. It’d be an added advantage for you.

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Step 2. Platforms Where You Can Hire Your Shopify Virtual Assistants

There are several platforms you should consider exploring.

    1. Upwork: A well-known freelance platform with a diverse pool of virtual assistant talent. Upwork allows you to browse through profiles, review ratings, and hire based on your specific needs.
    2. Fiverr: Another popular freelance marketplace offering a range of virtual assistant services. Fiverr allows you to view service packages, read reviews, and connect with virtual assistants directly.
    3. This platform specializes in connecting businesses with skilled virtual assistants from the Philippines. It’s a great option if you’re looking for cost-effective yet proficient assistance.
    4. Freelancer: Freelancer is a global marketplace where you can find virtual assistants skilled in various tasks. You can post your job requirements and receive bids from freelancers worldwide.
    5. Shopify Experts Marketplace: Specifically tailored for Shopify store owners, this platform offers a curated list of experts including virtual assistants. You can find professionals with proven experience in managing Shopify stores.

Each of these platforms provides a user-friendly interface for browsing profiles, comparing rates, and selecting virtual assistants based on your budget and requirements. Some of them can even ease your global invoicing and payment processes. Additionally, an in-built non-disclosure agreement is also available with them.

Checking out these platforms gives you access to a wide range of talented individuals ready to support your Shopify store’s success.

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Step 3. Create a Perfect Job Description

To attract the right Shopify virtual assistant, crafting a compelling job description is key. Here are the steps to craft an appealing job description:

    1. Clear Job Title: Start with a clear and descriptive job title such as “Experienced Shopify Virtual Assistant Needed” to attract relevant candidates.
    2. Overview of Tasks: Outline the primary tasks the virtual assistant will handle, such as product management, order processing, customer support, and marketing assistance.
    3. Required Skills: Specify the essential skills and qualifications, such as proficiency in Shopify, experience with social media management, customer service expertise, and knowledge of e-commerce best practices.
    4. Work Hours and Flexibility: Mention the expected work hours, whether it’s full-time, part-time, or flexible, to set expectations from the beginning.
    5. Communication Expectations: Clarify how communication will be conducted, whether it’s through email, messaging platforms, or scheduled calls.
    6. Benefits and Perks: Highlight any benefits or perks offered, such as flexible schedules, growth opportunities, or bonuses based on performance.
    7. Application Process: Provide clear instructions on how candidates should apply, whether it’s through a specific platform, email, or application form.
    8. Company Information: Write a short description of your company, products, and services so that the candidates will learn about you.
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By creating a detailed and engaging job description, you’ll attract qualified candidates who align with your Shopify store’s needs and contribute to its success.

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Step 4. How to Screen the Qualified Virtual Assistant Shopify Candidate?

Freelance marketplaces like Upwork provide you with a review system where you can use keywords such as industry or specific skillsets to search for suitable profiles, ensuring quality and transparency.

Virtual assistant for shopify

Look out for the following criteria while screening the candidates:

    1. Technical Expertise: Check if they have prior experience with the Shopify platform to set up, configure, and manage the store. Also, experience with various apps and tools for marketing, inventory management, project collaboration, CRM, etc., will be an added advantage.
    2. E-commerce Knowledge: Their previous experience should reflect their ability to manage product listing, managing orders, payments, coordinating shipments, and other e-commerce processes.
    3. Marketing & Promotional Skills: Familiarity with social media and email marketing tools can help you assign your brand promotional tasks to them and relax.
    4. Time Management: Ability to manage multiple tasks efficiently and deliver results on planned time.
    5. Customer Service Skills: When you are hiring especially for customer support roles, then analyze their strong communication skills and customer handling mindset.

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Step 5. Conduct Interviews

Now it is time to conduct interviews with the screened candidates directly through freelance platforms or over Skype, Zoom, etc. Consider these essential questions:

Experience and Skills

    1. Can you tell me about your experience working with Shopify?
    2. What specific tasks have you handled, such as product uploads, order processing, or marketing campaigns?

Understanding of E-commerce

    1. What do you know about e-commerce best practices, like SEO optimization and customer engagement strategies?
    2. Have you worked on improving conversion rates for Shopify stores before?

Communication and Availability

    1. How do you prefer to communicate, and what hours are you available for work?
    2. Can you accommodate our time zone and respond promptly to messages?

Problem-solving Scenarios

    1. If a product upload goes wrong, how would you troubleshoot the issue?
    2. How would you handle a customer complaint about an order delay?

References and Portfolio

    1. Do you have any references from past clients I can contact?
    2. Could you show me examples of successful Shopify stores you’ve managed or marketing campaigns you’ve executed?

Long-term Commitment

    1. Are you looking for a long-term collaboration, and do you see yourself growing with our Shopify business?
    2. What motivates you to work as a Shopify virtual assistant, and why are you interested in this position?

These questions will help you gauge the candidate’s experience, skills, problem-solving abilities, communication style, and suitability for your Shopify business.

Also, read How To Hire A Virtual Assistant For Your e-Commerce Business

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Sample Job Description Templates for Hiring Virtual Assistant for Shopify

Virtual assistant for shopify

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Manage Your Shopify Virtual Assistant

To effectively manage your hired Shopify virtual assistant, follow these key steps:

  1. Clear Communication: Establish regular communication channels such as email, messaging platforms, or scheduled calls. Clearly outline tasks, deadlines, and expectations to ensure alignment.
  2. Task Prioritization: Provide a list of priority tasks and deadlines. This helps your virtual assistant understand which tasks require immediate attention and which can be tackled later.
  3. Regular Check-ins: Schedule regular check-in meetings to discuss progress, address any challenges, and provide feedback. This ensures that projects stay on track and adjustments can be made as needed.
  4. Feedback and Recognition: Offer constructive feedback on completed tasks to encourage improvement and growth. Recognize their efforts and achievements to boost motivation and morale.
  5. Use Project Management Tools: Utilize project management tools like Trello, Asana, or to assign tasks, track progress, and collaborate efficiently.
  6. Training and Skill Development: Provide training materials or resources to enhance their skills in Shopify management, customer support, or marketing. Encourage continuous learning and development.
  7. Encourage Initiative: Empower your virtual assistant to take initiative and suggest improvements or strategies to enhance your Shopify store’s performance.
  8. Define Success Metrics: Clearly define key performance indicators (KPIs) for their role, such as increased website traffic, higher conversion rates, or improved customer satisfaction.

Once you are done with establishing the communication channels, tasks training, and sharing the collaborative tools, ensure to accomplish the following steps as well.

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I. Protect Sensitive Information

Set up staff account and collaborator access with some restricted permissions to the required information and keep your other sensitive information confidential.

shopify virtual assistant

Alternatively, you can also use LastPass to provide secured login credentials, in case of single-user assignments.

Additionally, check out the following softwares where you can create staff accounts for them to work on:

    1. Facebook page Manager: To create or curate content, publish, and manage your FB page.
    2. CRM tools: Software like Saufter, Zendesk, and Gorgias, lets you add users, and grant permissions to handle customer inquiries or tickets.
    3. PayPal: You can add the virtual assistant to the PayPal business account for payment management tasks.
    4. Email Delegation: This feature is available on Gmail using which your virtual assistants can check and respond to your customer emails.
    5. Non-disclosure agreement: It is the most important document that you need to get your assistants signed to ensure the protection of your intellectual property.

By implementing these strategies, you’ll effectively manage your Shopify virtual assistant, optimize their performance, and maximize the success of your online store.

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II. Track Your Shopify Virtual Assistant Performance

For effectively monitoring and tracking the performance of your hired Shopify virtual assistant, consider these essential steps:

    1. Establish Key Performance Indicators (KPIs): Define specific metrics that align with your business goals, such as order processing time, customer response rates, or website traffic growth.
    2. Regular Review of Tasks: Schedule periodic reviews to assess completed tasks, accuracy, and timeliness. This helps identify areas of improvement and ensures tasks are completed to satisfaction.
    3. Utilize Time Tracking Tools: Use time tracking software or tools like Toggl, Clockify, or Harvest to monitor hours worked on different tasks. This provides insight into productivity and task efficiency.
    4. Feedback and Performance Reviews: Provide regular feedback on completed tasks, highlighting successes and areas for improvement. Conduct performance reviews to discuss progress towards KPIs and set new goals.
    5. Customer Feedback Analysis: Analyze customer feedback, reviews, and ratings related to customer service interactions handled by the virtual assistant. This aids in measuring customer contentment and identifying areas for improvement.
    6. Check Task Completion Rates: Monitor the completion rates of assigned tasks to ensure they are being completed within the expected timeframe. Adjust priorities if necessary to meet deadlines.
    7. Compare Against Benchmarks: Compare the virtual assistant’s performance against industry benchmarks or previous performance metrics. This helps track progress and identify areas of excellence or concern.
    8. Regular Communication: Maintain open communication channels to discuss performance, address any challenges, and collaborate on improvement strategies.

By implementing these tracking and monitoring strategies, you’ll gain valuable insights into your Shopify virtual assistant’s performance, optimize their efficiency, and ensure alignment with your business objectives.

So far, we have guided you through hiring a virtual assistant for your Shopify store in a detailed manner. If you find it all overwhelming, then read ahead for a simpler solution.

Also, read Top 7 Virtual Assistant Websites to Hire a Virtual Assistant

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Helplama – Hire Shopify Virtual Assistants Effortlessly

In search of a seamless solution to boost your productivity? Helplama stands out as an outsourced virtual assistant company, ready to elevate your efficiency effortlessly.

With a skilled team of virtual assistants, Helplama empowers you to offload tasks efficiently, allowing you to focus on what truly matters for your Shopify store’s success.

Their commitment to expertise ensures exceptional performance, bringing a refined touch to your customer support experience. When you partner with Helplama, you’re choosing a company dedicated to streamlining your Shopify operations.


Key Features

    1. Varied Skillset: Helplama offers virtual assistants skilled in a wide range of areas, including administrative tasks, customer support, data entry, content creation, and other essential functions.
    2. Customized Agent Matching: Their advanced algorithms provide you with the right-skilled agents for your customer support needs.
    3. Scalability: Whether you are a small or large team, Helplama offers scalable solutions to accommodate your business growth.
    4. 24/7 Availability: Helplama agents are available round-the-clock to ensure your customers receive support whenever needed.
    5. Multichannel Support: Agents are well-trained to handle inquiries seamlessly through email, phone, chat, and social media platforms for consistent support across all touchpoints.

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Now You Know it All

As you wrap up your search for a Shopify virtual assistant, remember that they are the backbone of your online store’s success. Armed with the insights from this guide, you’re now ready to make confident decisions and streamline your tasks.

Customer service statistics reports show that 88% of customers stay loyal to your brand when you provide them with better customer service.

Last but not least, for a hassle-free hiring experience, consider checking out Helplama. They offer a range of skilled virtual assistants who can give your customers the best experience, effortlessly.

Hence, with Helplama, you can take your business to the next level and scale your Shopify store successfully.