FAQ

What is a Virtual Assistant and what does a Virtual Assistant do?

We’ve put these questions together because they get frequently, and one generally follows the other.
This is our definition of a Virtual Assistant, although it can vary:
A Virtual Assistant is an office administration professional that works from the comfort of their own home office or a leased office space or anywhere they want to be! They are generally sole traders, carrying their own ABN and working the hours of their choosing.

What does a Virtual Assistant do?

Well, there are endless ways this can be answered, but in short, a Virtual Assistant does the majority of things that a personal assistant or office administrator does, but they’re never in your office. Answering telephones, replying to emails, invoicing your clients… anything you can do online, your Virtual Assistant can help you with.

What can a Virtual Assistant do for me?

Advancing technology means that you don’t need to hire an administration professional to sit in your office. Below is a tiny list of tasks that our VA’s regularly carry out for our clients:

  • Taking incoming calls and scheduling bookings;
  • Updating the content of your websites;
  • Updating your social media accounts and replying to your customers;
  • Replying to your client’s enquirers via email;
  • Debt collection and accounts receivable tasks;
  • Data entry;
  • Calendar management;
  • Booking travel;
  • Writing board reports;
  • and much, much more!

What if I only need you to answer my phones?

Not a problem! We’re professional and can a have dedicated line set up for you within about 30 minutes (once the admin part of the process is done)…

Why should I go with you?

If you’re weighing up the pros and cons, we’d suggest giving both a trial run. You can then decide based on results, not on words. We often speak to clients who’ve not had much success with overseas VA’s, and want someone that they know they can rely on, that speaks Multi Language. We are best in Business support.

What hours do you work?

Our VA’s work to their own timetable and we can discuss your needs with them to find the right fit. Most VA’s work normal 9 to 5 business hours on Monday to Friday – those are our core business hours. VA can also work on weekend as per your needs.

What tools do you use to get your job done?

We love living in this era of technology! There are so many tools available to us online to make working remotely easy for everyone. We love Dropbox for file sharing, we use Google Apps for our email, calendar and contacts, we use Skype for communicating – just to name a few. Of course, you may recommend new technologies that you use in your business and we are more than happy to use these also.

How do we share files?

With the use of Dropbox you can share the files that you want to share with us, so that we work in real-time on the same documents. There is no need to send files via email and there will be no chance of duplicate documents. It works just like a normal server, just in the cloud. We also use Google Drive if that’s your preference. It’s up to you!

Will you sign a confidentiality agreement?

Yes – this is part of our Service Agreement. It protects you and us and is a benefit for all parties.

How do you answer our telephone calls?

There are a number of ways to set up the technical side: by diverting your number through to us for instance, but we work that out after having a chat to you to find out what you need. And yes – we can do it from home and your clients won’t know the difference!

How often do you invoice me?

If you purchase a pre-paid package or are a retainer client, we request that the money reaches our account before we commence work with you. Retainer clients have different guidelines than pre-paid package clients, but your still need to be financially viable with us for us to keep working.

Do I need to sign a contract?

Yes, you will be presented with a cost estimate and a customer agreement to sign and return before any work is commenced. A deposit invoice will need to be paid before work commences. Any additional expenses such as phone calls, postage, printing and courier services will be itemised and added to the final invoice.

How do I pay?

Work undertaken on an ‘As Needed’ basis will be charged an upfront deposit and final balance due before work is released. Hourly Packages are charged up. Virtual Assist Services accepts bank transfer (EFT) payments only.

What if I need to cancel? Do I need to give notice?

In the unfortunate case that you need to cancel a project, you are required to give at least 7 days’ notice in writing. You will be charged for any outstanding work up until that point of the cancellation. But happy to say till now we didn’t got any client who is asking for refund or delete hours from there package.

How do you handle privacy?

VA’S is committed to keeping your details strictly private. All information collected in relation to your business and/or clients is kept strictly private. VA’S will never pass on, sell or swap any personal information with any other parties. For more information, please review our Privacy Policy.

WHERE WILL BE MY VA LOCATED?

All our virtual assistants are located in India and they are available in the time zone of your preference from EST to PST.

HOW DO I ASCERTAIN IF THR ASSIGNED VA IS QUALIFIED FOR THE JOB?

Firstly, we would never hire a professional who we feel doesn’t fit our clients requirement. VA is provided according to your tasks. All our virtual assistant are hired after strict tests delineating their merit and expertise. If are hired after strict tests delineating their merit and expertise. If however you feel that the assigned virtual assistant is not up to your expectations, you can always request a change.

HOW DO YOU MANAGE CONFIDENTIALITY?

Before hiring all applicants go through an extensive background check. Also, we sign a Non-Disclosure Agreement considering the need for security and confidentiality of our client data.

DO ASSISTANT HAVE A GREAT COMMUNICATION SKILLS?

Our Virtual assistant have great communication skills and are part of a very diverse team. We will assign you a virtual assistant based on your specific need.