Virtual Assistant
Contract | Remote
About Rent Anything
Rent Anything is a short- and mid-term gear rental business operating in Lisbon and Paris. We rent baby and children’s gear, mobility equipment, remote work tech, and travel accessories to visitors and residents who need quality equipment without buying it. We’re growing fast, and we need a sharp, reliable coordinator to keep our operation running smoothly behind the scenes.
The role
This is the role that keeps everything organised. You’ll be the central coordination point for our orders, our inventory records, and our customer communications across both cities and all the platforms we sell on. Our delivery teams are on the ground in Lisbon and Paris; you’re the person making sure every order is in the calendar, every customer gets a timely reply, every platform reconciles, and nothing slips through the cracks.
It’s remote and flexible. Hours scale with our volume, busier in spring and summer, quieter in winter, and you’re free to have other clients. What we need is reliability within the hours we agree, and someone who genuinely cares about getting the details right.
👉 Responsibilities
- Order management. Take incoming orders from our website and our third-party platforms and get them into our calendar and scheduling system accurately, right gear, right dates, right city, right customer details.
- Customer communications. Respond to customer questions, booking confirmations, and the small queries that come up before and during a rental. You’ll be the friendly, prompt voice of Rent Anything by email and message — in English and ideally Portuguese and French.
- Inventory record-keeping. Keep our inventory system accurate and up to date — what’s booked, what’s available, what’s coming back when. Flag conflicts and low-stock situations to the founders and the city operations leads before they become problems.
- Platform reconciliation. Make sure orders, payments, and availability line up across our own site and the third-party platforms. Catch discrepancies, double-bookings, and missed sync issues early.
- Finance admin support. Categorise transactions, prepare simple monthly summaries, and organise documentation for our bookkeeper. You won’t be doing the accounting — you’ll be making the bookkeeper’s job easy.
- Coordination glue. Be the connective tissue between the founders, the Lisbon team, and the Paris team. When something needs to be communicated, scheduled, or followed up across the business, you’re often the one who makes sure it happens.
✅ This role is right for you if:
- You’re genuinely organised — the kind of person who notices when a date doesn’t match, a booking is missing, or a reply is overdue, and fixes it without being asked.
- You speak and write English. French and Portuguese are a strong bonus and may increase your hours, since it covers our Paris customer communications directly.
- You work substantially within European business hours (roughly GMT-1 to GMT+3). You can be based anywhere in that band; we care about skill, reliability, and timezone overlap, not location.
- You’re comfortable with web tools — Google Docs, spreadsheets, shared calendars and WordPress. You don’t need to know ours specifically; you need to learn tools quickly.
- You’re a clear, warm, prompt communicator. Our customers are international travellers, often families or older visitors, and your messages set the tone for their whole experience.
- You’re reliable with flexible hours. The work ebbs and flows with our season, and we need someone who delivers consistently within the hours we agree, not someone who disappears when it gets quiet and reappears when it suits them.
- You’re already set up to invoice as a freelancer (or able to get set up). This is a contract role; you bill us for your hours, and you’re free to work with other clients.
- You’re discreet and trustworthy. You’ll have access to customer details and order information, and we need someone who handles that with care.
✨ Nice to have:
- Experience as a VA, operations coordinator, or customer-service lead for a small business, ideally e-commerce, rentals, travel, or hospitality.
- Familiarity with WordPress / WooCommerce order management.
- Experience juggling multiple sales channels or marketplaces.
- French, in addition to Portuguese and English.
- Familiarity with WordPress, Google Workspace (calendar, Google Docs, Google Sheets, Google Meet), or basic order-management tools. WhatsApp (iMessage is nice to have, but not compulsory)
📦 How we work
- Freelance contract — you invoice us monthly for hours worked.
- Hours are variable and scale with our volume. We’ll agree on expected ranges for busy and quiet periods so you can plan, but the work genuinely ebbs and flows with the season.
- We use shared tools (calendar, messaging, spreadsheets) so the work is transparent and easy to hand off when you’re unavailable.
- You’re free to have other clients. We’re not looking to be your only work — we’re looking to be a client you take seriously and serve well.
What we offer
- Competitive hourly rate, agreed based on experience and skills (French fluency increases both hours and rate).
- Flexible, remote work you can fit around other commitments and clients.
- Growing hours as the business grows — this role expands with us, and the right person could grow into a more senior operations coordination role over time.
- A founding team that values the work and pays on time. We know that good coordination is what lets the rest of the business run — and we treat the role that way.
👉 Ready to apply?
Submit your details below. In a few sentences (not a cover letter, just plain text), tell us why this role interests you and what you’d want to ask us about the business and include your hourly rate.