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A Virtual Advantage

Virtual Advantage, LLC can provide a wide range of services to help your or your business be more efficient and save money at the same time. If you don’t see a specific service listed, please Contact Us as we are sure to be able to accommodate your administrative needs!

Concierge Services

Office Management

 

Desktop Publishing

 

Marketing & Sales Support

 

Word Processing

 

Scenarios (sub page)

Here are some various scenarios that clients are utilizing “Virtual Assistants”. These scenarios will give you an idea on how you can benefit from partnering with A Virtual Advantage, LLC.

Remember, all documents created or used by a Virtual Assistant can be quickly and easily transmitted via e-mail attachments, file transfer, fax, and delivery of diskette/cd or hardcopy using regular postal services, priority mail or overnight delivery services.

Administrative Services

Client needs to confirm appointments made for the week.  The list is faxed to the VA who calls the appointments and notes those confirmed and those that need to be rescheduled and the list is faxed back to the client or if VA has access to client’s calendar, updates the calendar.

Client needs directions to a prospect or customer location. VA can either call the prospect or use an online mapping service and obtains directions and emails or faxes the directions to the client.

Client has routine paper that must be filled out on a daily or weekly basis (sales recap, mileage log, etc.), the client calls, and emails or faxes the information to the VA who fills out the appropriate forms and emails or faxes back to the client.

Client travels frequently but is too busy to coordinate air travel, car rental and hotel reservations. Client gives VA pertinent information and VA makes all necessary travel arrangements and emails or faxes back to client.

Client wants to send Christmas cards to customers each year. VA can purchase the cards and prepare them for mailing. (Client can have VA maintain customer database so VA has the information available).

Client wants to give out Christmas presents to customers. The VA can research for appropriate gifts, coordinate purchase, delivery and payment for the gifts.

Client needs marketing materials (stationary, brochures, envelopes, etc); the VA can obtain pricing quotes, get samples with logo if applicable for client to approve and coordinates ordering, delivery and payment for materials.

Client is scheduling a meeting. The client provides contact information, proposed meeting date/time and subject to the VA who sends out meeting requests and monitors responses. When all the responses have been received, confirms with the client the results and arranges the meeting.

Bookkeeping

Client needs a bill-paying service. The client has all bills mailed to a post office box near the VA.  As the bills come in, the VA processes them for payment and enters the information into accounting software, and notifies the client on an agreed schedule of which bills are due and the payee.  The VA prepares the checks for payment and mails back to the client for signature and mailing. If the client’s bank utilizes online bill payment services that is another option for processing payments.

The client continues to pay his/her own bills, but needs a monthly bank reconciliation done. The client mails or faxes a copy of the check register along with a bank statement. The VA enters all data into accounting software and reconciles the account and sends a summary report back to the client via email attachment.

Client continues to pay his/her own bills, but needs reminders to pay them in a timely matter. The VA can remind the client by email or telephone or can update the client’s calendar with the information.

Client needs to send invoices to customers. VA prepares the invoices and mails according to schedule. The VA can also receive payments at a post office box and deposit into client’s account. All transactions are recorded in accounting software for month end reporting and originals mailed back to the client.

Client needs only invoicing services for consulting. The client sends an email to the VA with the number of hours to be billed for with a recap for the VA to prepare and mail the invoices.

Client needs bill-paying services plus data entry into accounting software. The client can have all of his bills mailed to a post office box near the VA or the client can collect all the bills and mail them to the VA for payment processing.

At the end of the month, the VA can make and/or enter deposits, enter credit card transactions and reconcile bank statements. Invoices and/or statements can be prepared and distributed to customers. The VA then prepares end of month reports showing expenses and receipts and emails or faxes the reports to the client.

Concierge/Personal Services

Client is traveling and needs to make travel arrangements. The VA is provided with time, date and place of destination and the VA makes all the necessary flight, hotel accommodations and rental car if necessary and provides travel plan back to the client.

Client makes appointments and forgets to keep them. The VA can enter the appointment information into the client’s calendar with reminder alerts.

Client is planning a party or social function. The VA can create and send invitations, receive RSVP’s, coordinate with catering, etc.

Client needs to purchase a gift(s). Client can provide the VA with general specifics and the VA researches items and provides details back to the client on availability and cost and coordinates purchase and delivery.

Client needs home services. The client calls or e-mails the VA with the information and the VA researches a provider of service with rates and scheduling information. The VA calls or e-mails the client with results and helps coordinate the services.

Client is putting together a presentation and needs information but doesn’t have time for all the research. The VA can monitor particular newspapers/magazines or websites for information and sends back to the client.

Client is setting up a meeting. The VA is given all the contact information for the participants, proposed date and time and subject and sends out a meeting request, tracks responses and finalizes meeting coordination.

Data Processing/Database Management

Client collects business cards all month long. At the end of the month, all business cards collected are mailed to the VA, or copies of the business cards are made by the client and faxed to the VA. The VA enters the data into the client’s database, zips the file and returns the database to the client vial e-mail attachment. The original business cards if sent to the VA can be sent back to the client in the mail with a disk/cd that has the zip file on it for the client to upload.

Client emails all new prospect leads to the VA. The VA enters the information into a contact database and using mail merge, sends an introductory letter. When a prospect responds, the client emails the VA to remove them from the list when the prospect becomes a customer.

Client is preparing a direct mailing and needs to verify his database. The database is sent to the VA by email attachment and the VA telephones each name and verifies all contact information. Any corrections are made, old names deleted and new names are added. The corrected database is zipped and returned to the client via email attachment.

Client needs to change database software and needs to convert his database. The VA can handle the conversion.

Desktop Publishing/Presentations

Client is hosting a seminar, demonstration or a meeting and needs a visual presentation with corresponding literature to distribute to attendees. VA can coordinate meeting for client and put together a PowerPoint Presentation and accompanying literature and distribute accordingly. VA can also distribute presentation materials to attendees by email or fax for a “virtual meeting”.

Client needs a questionnaire fact sheet for a group of participants prior to the seminar or meeting. The client faxes the questionnaire along with a list of participants to the VA. The VA types the questionnaire; calls each participant, obtains their email and/or fax numbers and distributes to the participants. VA can track the results of the questionnaire and communicate to late responders. When all of the questionnaires have been returned, VA summarizes the results on a report and delivers the report back to the client via e-mail attachment.

Client needs a proposal written and faxes or emails the VA with the necessary information. The VA types the proposal and prints it out on the client’s stationery and faxes it back to client for final approval. The VA then emails the finalized Word Document back to the client or mails the original proposal for the client.

Client is presenting documents to a potential customer. The VA takes the proposal and any backup documents and organizes them together to make a proposal package and e-mails documents to client to print and distribute or sends to client via regular mail.

Personnel Services

Client needs to hire on-site personnel. The VA can write a job posting, place the ad, receive and review the resumes, conduct the initial phone interview and narrow down the selection to three individuals.

Client hires a new employee. The VA can prepare a welcome package or orientation materials and sends them to the new employee.

Client wants to put an Employee Orientation Program into a PowerPoint Presentation. The VA takes the written information, pulls important bullets out and creates the presentation.

Client needs to keep track of employee information. When a new employee is hired, their contact information, resume/application and any other documents can be filed electronically and the data entered into an employee information database.

Client needs to be notified for annual performance evaluation dates. The VA can track the dates and enter them into the client’s calendar or send an e-mail reminder.

Client needs for an employee(s) to enroll into an educational course or program. The VA can assist with locating local training centers, cost, etc.

Purchasing Services:

VA can set up an online account on behalf of the client with stores that the client would like to purchase from. When supplies are needed, the VA places the order with delivery to the client.

Client needs materials/equipment purchased for installation/service work at customer location from specific vendors. Client has VA added as authorized buyer. Client sends VA a detail list of what is needed and emails or faxes list to VA. The VA sends out for pricing and availability. VA produces a purchase order and coordinates delivery to customer location and notifies client and customer of delivery information and tracks said delivery until onsite. When necessary VA communicates with vendors to resolve backorders or errors and keeps client up to date. VA keeps purchase order logs up to date upon completion.

Client purchases can be tracked using purchase orders in accounting software using a cost code system. At month end the VA prepares a summary report. At the end of the month, the VA can make and/or enter deposits, enter credit card transactions and reconcile bank statements. Invoices and/or statements can be prepared and distributed to customers. The VA then prepares end of month reports showing expenses and receipts and emails or faxes the reports to the client.

Client needs to purchase a gift(s) for a customer or family. The client gives specifics to the VA. The VA researches cost and availability and responds back to the client and arranges for purchase and delivery upon client’s approval.

 

Client that provides services work needs a work order created. The VA creates a work order form to be completed and signed and tracks when received back from the customer.

Word Processing/Writing

Client takes notes at a meeting and needs them typed. Client faxes notes to the VA who types the notes and emails them back or distributes per clients directions.

Client is preparing a report and needs the draft copy to be formatted. Client emails the document to the VA, the VA edits and formats the document and returns finished report via email attachment.

Client writes a letter and faxes it to the VA and haves the VA type the letter and print it out on the client’s stationery and emails/faxes to recipient and sends original to recipient by regular mail.

Client needs a manual typed. Client mails document to the VA.  The VA types the manual, saves it to a disk/cd and mails it to the client.  The VA can print and bind the manual and send back to the client to distribute.

Client is preparing a brochure or flyer and needs assistance with the copy. The VA can assist by writing marketing material or by providing researched information for the brochure. The VA can design, type and print a brochure using client provided information and art.

Client has prepared a manual that needs editing only. The VA can type, format, proofread, edit, spell check and grammar check documents and make necessary changes and send back to the client via email attachment.

Client needs business cards. The VA can design and print business cards or use pre-designed template on paper stock.

Client needs a price list prepared. The VA can design, type and prepare price lists in flyer format or catalog format.