How Does Virtual Admin Support work?
What is a Virtual Administrator?
A virtual administrator is simply an assistant who works remotely. They use technology to provide administrative, technical or creative assistance from their own office space, as an independent contractor. This means you do not need to provide office space or equipment and you will not be responsible for taxes, superannuation or insurances.
What can a Virtual Administrator do?
Thanks to current technology, a Virtual Administrator can complete just about any functional task an Office Administrator or Personal Assistant would normally complete, where a physical presence is not required. A full list of the services I offer are available here.
When would You use a Virtual Administrator?
You can use a Virtual Administrator any time you need extra help. Whether you need assistance on a daily basis (managing your calendar and emails perhaps), weekly or monthly for specific tasks (maybe customer invoicing or debtor management), or ad-hoc assistance for specific projects (covering staff leave or help with special projects), a Virtual Administrator can be your additional resource. Just send through your To Do list, negotiate an arrangement that suits your needs and get back to your core business.
Am I always virtual?
I am a Virtual Administrator so I am not available to work from your premises on an ongoing basis, however I realise some clients prefer face-to-face meetings and there are some occasions where a physical presence would be more practical (office set-up or organisation, tradeshows or functions). If this applies to you, let me know and we can usually work something out.
Why me, instead of my competitors?
You will get the benefit of over 20 years’ administrative experience in a wide variety of industries, along with the maturity and work ethic that comes with. I am usually friendly and cheerful, so I am easy to deal with and I like to keep things as simple and fuss-free as possible. I am self-aware enough to know my own strengths and weaknesses, so I will not promise what I cannot deliver and if I do run into obstacles along the way, you will know about it.
Will I sign a Non-Disclosure Agreement?
Yes of course. My customer agreements include client confidentiality, but I am happy to use whatever makes you comfortable.
How do we communicate?
Personally, I like the ease of emails and instant messaging to keep in touch, but if you prefer phone calls or video conferencing that will work too. We will decide what will work best for us, when we negotiate the services you want me to provide.
What software do I use?
Technology is a great thing, but there is so much choice out there it can sometimes be overwhelming and unnecessarily complicated. I like to keep things as simple as possible, so I use Outlook to manage emails and calendars, Skype or Zoom to keep in touch and Dropbox or One Drive to share files. If you use something different or want to try something else, I love learning new things so will be happy to adapt.
What are my standard business hours?
I am generally available to existing clients between 8am and 4pm, Monday to Friday but I am reasonably flexible, so if you need assistance outside of these hours I can usually help, providing I have enough notice.
How do packaged hours work?
Monthly packages are a great way to reduce your hourly rate. Just work out how many hours you think you will need and purchase them up front. You can use the hours however and whenever you need help, so long as it is within the next 30 days. If you use more hours in a month than you have purchased, you can either upgrade your package or pay a reduced hourly rate for the additional hours used.
Can You roll packaged hours over?
Not usually, but I do realise that sometimes life throws us curveballs so I may consider a once-off arrangement under very exceptional circumstances. Usually we would just re-negotiate your package to include less hours.
What are my payment terms?
Packaged hours are invoiced in advance and any additional hours worked will be invoiced at the end of the month. Non-packaged hours are invoiced weekly. Invoices are due within seven days and can be paid via direct deposit. If payment is not received within seven days, you will usually get a gentle reminder before services are suspended and late payment penalties applied.