Modern warehouse operations are fueled by data, documentation, and constant communication. Purchase orders need processing, carrier relationships require management, clients need updates, and compliance records demand attention — all while the physical work of receiving, picking, and shipping is happening on the floor.
A virtual assistant (VA) can take on the administrative, communication, and data management work that keeps your warehouse running efficiently without adding to your full-time headcount. This article outlines 50 specific tasks to delegate, organized by function.
For a broader overview of what to delegate, see our guide on 50 tasks to delegate to a virtual assistant.
Order Processing and Data Entry Tasks
| # | Task | Description |
|---|---|---|
| 1 | Process incoming purchase orders | Receive, review, and enter POs into your WMS or ERP |
| 2 | Verify order accuracy | Cross-check PO details against inventory availability |
| 3 | Manage order confirmations | Send acknowledgment emails to customers or clients |
| 4 | Process order changes and cancellations | Update records and communicate changes across the operation |
| 5 | Enter receiving data | Log inbound shipments into inventory management systems |
| 6 | Reconcile incoming shipments against POs | Flag discrepancies for supervisor review |
| 7 | Process return merchandise authorizations (RMAs) | Log returns, update inventory, and communicate with customers |
| 8 | Maintain order status tracking spreadsheets | Keep real-time order status records for internal and client visibility |
| 9 | Generate pick lists and packing slips | Prepare fulfillment documents for warehouse staff |
| 10 | Archive completed order records | Store historical orders in organized digital file structures |
Inventory Management Tasks
| # | Task | Description |
|---|---|---|
| 11 | Update inventory records | Maintain accurate stock counts in your WMS |
| 12 | Research and source SKU data | Compile product descriptions, weights, and dimensions |
| 13 | Monitor reorder points | Identify SKUs approaching minimum stock thresholds |
| 14 | Prepare purchase order requests | Draft POs for replenishment and submit for approval |
| 15 | Conduct virtual inventory audits | Compare system records to physical count sheets |
| 16 | Track slow-moving or expired inventory | Flag aging stock for review and action |
| 17 | Manage inventory exception reports | Compile and distribute daily exception logs |
| 18 | Update product data in your system | Maintain accurate SKU attributes and pricing |
| 19 | Coordinate with suppliers on backorders | Communicate availability updates and adjusted delivery dates |
| 20 | Generate monthly inventory reports | Summarize stock levels, turns, and shrinkage |
Carrier and Freight Management Tasks
| # | Task | Description |
|---|---|---|
| 21 | Schedule freight pickups | Book carrier pickups and confirm with the floor team |
| 22 | Obtain freight quotes | Request rates from LTL and FTL carriers for outbound shipments |
| 23 | Process Bills of Lading | Prepare and distribute BOLs for outbound shipments |
| 24 | Track outbound shipments | Monitor carrier tracking and communicate ETAs to customers |
| 25 | File freight claims | Prepare and submit loss or damage claims with carriers |
| 26 | Audit freight invoices | Compare carrier invoices against quoted rates and flag overcharges |
| 27 | Maintain carrier contact database | Keep current contact information for all carrier representatives |
| 28 | Research new carrier options | Compare rates and service levels for new lanes or markets |
| 29 | Coordinate with customs brokers | Support import documentation for international shipments |
| 30 | Manage parcel carrier accounts | Update shipping profiles and billing for UPS, FedEx, and USPS |
Customer and Client Communication Tasks
| # | Task | Description |
|---|---|---|
| 31 | Respond to client order inquiries | Provide status updates on open orders and shipments |
| 32 | Send shipping confirmations | Email tracking numbers and carrier details after dispatch |
| 33 | Handle customer service escalations | Address delivery complaints and coordinate resolution |
| 34 | Prepare client reporting packages | Compile weekly or monthly performance reports for each client |
| 35 | Manage live chat or email support | Handle inbound questions from B2B customers |
| 36 | Send invoice and payment communications | Issue invoices and follow up on outstanding balances |
| 37 | Maintain client contact records | Keep contact information and account details organized |
| 38 | Communicate SLA performance data | Prepare on-time delivery and order accuracy reports for clients |
| 39 | Coordinate with client procurement teams | Manage PO submissions and forecast communications |
| 40 | Send service agreement renewal reminders | Notify clients of contract renewal windows |
Our virtual assistant for customer service guide provides additional insights into managing professional B2B client relationships.
Financial, HR, and Compliance Tasks
| # | Task | Description |
|---|---|---|
| 41 | Send invoices for 3PL services | Bill clients for storage, handling, and fulfillment fees |
| 42 | Follow up on outstanding client invoices | Send reminders for overdue accounts |
| 43 | Track and reconcile vendor invoices | Organize and match supplier bills to purchase orders |
| 44 | Compile payroll data | Gather staff hours and submit to payroll provider |
| 45 | Maintain safety training records | Track completed safety certifications for all warehouse staff |
| 46 | Manage forklift certification tracking | Monitor certification expiration dates for equipment operators |
| 47 | Prepare new hire onboarding documents | Build checklists and training guides for floor staff |
| 48 | Research warehouse management software | Evaluate platforms like Fishbowl, ShipBob, or 3PL Central |
| 49 | Prepare compliance documentation | Organize records for ISO, FDA, or industry-specific audits |
| 50 | Document standard operating procedures | Write process guides for receiving, shipping, and billing workflows |
Our bookkeeping virtual assistant guide covers how to delegate financial tasks safely within a warehouse or distribution operation.
Getting Started with a Warehouse VA
The highest-impact starting points for warehouse VAs are order processing, shipment tracking, and client reporting. These tasks create the most data entry burden and have the most direct impact on client satisfaction.
Read our guide on how to hire a virtual assistant to learn the full hiring process, and visit our cost guide for budget planning.
Optimize Your Warehouse Operations with Stealth Agents
Stealth Agents places experienced virtual assistants with warehouse operators, 3PLs, and distribution businesses who need reliable remote support for their administrative and operational workflows. Their VAs are trained in data entry, freight coordination, client communication, and reporting.
Book a free consultation with Stealth Agents today and start delegating the tasks that are slowing down your warehouse operation.