Administrative VA

Name: Administrative Assistant VA
Brand: MyOutDesk
Price: 1788 per month USD
Rating: 5 (341 reviews)

Let us handle your administrative tasks like email & calendar management, CRM updates, database management, office administration, remote office management, bookkeeping, and more!

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4.9

Based on 342 reviews

Be More Productive With An Administrative VA

No matter what industry you’re in, the day-to-day grind of dull, repetitious busy work is always a drain on your time & energy. Even worse, it prevents you from focusing on your “one thing” – that unique talent you use to generate revenue in your business.

In other words, administrative busywork can bog you down. So, yes, it’s important – but that doesn’t mean you can’t delegate some or all of it.

That’s where an administrative virtual assistant comes in: they can handle your paperwork, calendar scheduling, CRM, reception calls, bookkeeping, expense accounting, and more – giving you the freedom to focus on the mission-critical tasks that drive your business.

MyOutDesk virtual assistants are the best in the industry – well-educated proficient English speakers with industry experience, available for 60% less than hiring a traditional employee.

They save you time & money, increase your productivity, and help you focus on making money – and for a meager price that you can’t match with in-house staff.

If you’re ready to focus your attention on true growth while increasing revenue, then learn how an administrative virtual assistant can help you reach your goals by handling your routine administrative tasks.

MyOutDesk is your partner in the remote workplace with over 15 years of experience serving 7500+ clients. Last year, we saved our clients $55 Million Dollars as the highest-rated Virtual Assistant company with more than 800 verified 5-star business reviews — schedule a Business Strategy Session with us now & learn what sets us apart!

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Remote Office Management
Perform a variety of administrative tasks for you such as managing your emails and your calendars, running your reports, updating your CRM, and assisting and screening your calls and phone management system.
Accounting and Bookkeeping
Leave the number crunching to your Virtual Professional. They will assist you with maintaining your business’s financial records such as accounts payable and receivable, reconciling bank statements, invoicing, managing, and follow up on reimbursements for operational expenses, and more.

Scheduling and Travel Coordination
Handle your travel arrangements and schedule — making sure that you don’t have to worry about minute details of your next conference or event. They can also follow up on your meetings, get in touch with your vendors, partners, and suppliers for a smooth operational process.
Phone Calls and Other AdHoc tasks
Basically, any task that you have that can be done remotely, can and will be handled by your Administrative VA. Field and screen your phone calls so that only the most important ones make their way to you. A quick reservation confirmation? Check. A follow-up with your 2PM appointment? Check.

Here’s what an Administrative VA can do for you:

myoutdesk virtual assistant on the phone

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Administrative busy work can bog you down. However, we know how important these tasks are and how much time it can take to get them done.

The checklists below list only a few examples of the tasks we’ve seen our Administrative Virtual Assistants perform over the past few years. But, there is so much more that they can do for you! Another way to find out what one of our Administrative Virtual Assistants can do for you and your business is with the sticky challenge.

Basically, over the course of a few weeks, list down all the admin tasks you handle and how much time it takes you to do them. By the end of the exercise, identify which of those tasks is revenue-producing or not producing. Everything that does not bring you revenue can be delegated to a virtual assistant.

General Administrative Tasks

Provide Administrative support to business owners.
Manage calendars, and keep owners apprised of calendar, action items, messages, and relevant business issues, both internal and external.
Make appropriate, informed decisions regarding owners’ available time
Check with local team at least once a day on the status of their respective leads, as this will help do their follow ups with their respective leads
Track all leads that we have currently in contract with as well as those leads that we have closed files and submit a lead conversion report at the end of the month, this will enable us to measure the success rate of our lead generation efforts
Screen incoming calls & email correspondence. Determine the priority and respond appropriately. Make recommendations as needed regarding appropriate action and follow-up.
Gather voicemail messages and phone messages, taking initiative on appropriate action or routing to appropriate person.
Make travel arrangements as needed
Create and format documents electronically including letters, emails, marketing materials, status reports, spreadsheets (Excel), and other related documents
Electronically file, and track a variety of business documents
Coordinate meetings including scheduling, agenda creation & logistics
Ensure smooth operation of systems and contact database management and back-office support. Ensures that all systems and processes run efficiently, making revisions as needed
Responsible for keeping owners informed regarding any problems or issues that need to be handled
Maintains and helps build the operations manual that documents all systems and standards
Be able to enter contacts, running queries, exporting data, launching plans and activities, maintaining referrals, create/update templates in the database/CRM.

Real Estate Admin: Transaction Coordination

Coordinate with Offers Coordinator, Buyer’s Agent, Escrow Officer, Asset Manager, and Lender
Monitor the timeline for all properties
Be able to pull up a record of which properties were shown the previous day and call the showing agents to solicit feedback. VA will be provided with a list of questions to ask as well as some scripts and suggestions on gathering the appropriate information. If the showing agent can’t be reached they will leave a message and request a callback and attempt to call the agent 2-3 more times during the following 2 days in order to gather the feedback. When they speak to the agent, they will type the feedback into our online showing feedback form so that the feedback can be reviewed by the listing agent
Request a Copy of the Deposit (Check the amount if the initial deposit sent by the buyer is the same as in the contract) from escrow, if not received yet by escrow send Perform or Quit Notice to buyer’s agent (A P or Q notice is to be sent out to a buyer’s agent whenever some file is already due and they haven’t sent us a copy of it yet. In the sample template, just fill up the name of the Buyer’s agent, the Property address, and check out the docs that are already due)
Follow up on the receipt of Preliminary Report and make sure that details are correct
Contact Lender for Appraisal Order Information
Request copy of Inspection Contingency Release
Request copy of the Inspection Reports and Termite Inspection Report
Request from Lender or Buyer’s Agent a copy of the Loan Commitment/Approval Letter
Confirm all Loan Documents are received by the escrow officer
Request copy of the Sellers Estimated HUD from Escrow and review for Commission and Utilities
Verify with Escrow that funding conditions were received and that loan is set to record
Confirm recording of the property from Escrow
Request final HUD from Escrow

Real Estate Admin: MLS Listing Tasks

Manage, review and gather documents (all but not limited to):
Copy of Listing Agreement
Copy of Previous MLS
Property Details
Property Photos
Create a new MLS entry each time there is a new property assignment
Update the following information in MLS:
List Price
Listing Status
Expiration Date
Navigate and update information on Client’s MLS
Upload a copy of the MLS to Client’s online database portal
Upload listing info to website, social media sites, and enhance listings on Realtor.com, Zillow, Trulia, etc.
Build Flyer for property for Flyer box and open house
Build Virtual tour and post to website, social media and YouTube.

Real Estate Admin: BPO Tasks

Gather the following:
- MLS of the subject available
- Property Details
- Neighborhood Profile
- CMA
- 3 Comparable sales
- 3 Comparable listings
- Exterior Photos
- Interior Photos
- HOA Information
- Agent Visual Inspection Disclosure (AVID)
Determine what type of BPO is needed
Include Subject Property Data, Narrative comments about local market conditions, Immediate neighborhood characteristics, analysis of three current listings, and three recent sales of comparable properties, adjustments to the comparable, photographs of the property and estimate of repairs
The result is a BPO report with the broker’s opinion of a subject property’s value and anticipated sales price