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Virtual Assistants

Outsourcing Payroll: How It Works, Pros & Cons, & Costs

a pen in top of a blank check

How does outsourcing payroll work and is it worth it?

Payroll is the process of more than just giving your workers their wages on time. The process is much more complicated and includes tracking worker time, accounting for worker benefits, and setting up direct deposit and other automations. 

This is an essential process you can do yourself. But, have you thought about whether it might be better to hand this function off to someone else?

Let’s find out!

What Is Payroll Outsourcing?

Payroll outsourcing is the process of partially or fully handing off payroll processing duties to a third-party company or service provider. These entities usually make use of online payroll software to streamline the process. 

For partial outsourcing of this process, the provider takes care of most of the technical aspects. The rest of the more administrative tasks, like tracking time and updating worker information, fall to someone within the company. 

For full-service payroll outsourcing, the outsourced party handles pretty much everything. Full-service payroll often includes other added benefits, too, such as HR support, built-in project and time tracking, and reports.

How Payroll Outsourcing Works

Two women with a laptop talking about outsourcing payroll.

Preparation Stage

This stage primarily consists of three parts:

  • Establishing your needs – Determine whether you need a “from the ground up” solution, or just someone you can hand off the process to. This is where you figure out whether a partial or full-service payroll plan is for you. 
  • Establishing your budget – Determine how much you can set aside to hire a service provider 
  • Researching your options – Find the top-rated and reviewed providers out there. If you know people who have used payroll services in the past, ask them for advice.

Deliberation Stage

Following the research process, you have the vetting process. Most payroll service providers offer to schedule a call to discuss your needs and the services they provide. Since you’ve established your needs and budget in the first stage, you can use this stage to vet out some candidates. 

Once you’ve selected a payroll provider, you can begin the real onboarding process. Clarify the degree and depth of service you need, go through roles and responsibilities, and finalize payment terms.

Implementation Stage

You will work with the service providers to get them all the information they need to set up your payroll processing. This includes tax forms, job applications, worker information, payment amounts, benefits information, time sheets, and bank information for direct deposits. 

The process is then underway. During this, you can schedule check-ins and regular evaluations of the payroll company’s performance. This is how you determine how good of a job they are doing and stay accountable for the work you agreed on. 

Pros to Outsourcing Payroll

A woman calculating the cost advantages of outsourcing payroll.

Time Savings

One of the main outsourcing advantages regardless of the task is time savings. This can especially be true with payroll. If you do payroll in-house, you have to consider all the time it takes to research and follow the correct process of setting it up. Think about managing it, too, and finding ways of automating different processes. You need to collate and enter worker information and learn about a whole lot of other things to do it accurately. 

With outsourcing, you’re handing that task over to someone who already knows how to get everything set up for you in a fraction of the time. This frees you and your team up to focus on more core functions like actually making sales and developing your products and services. 

Minimize Payroll Errors

Speaking of accuracy, that’s probably one of the most important benefits of outsourcing payroll. Dealing with errors in paying a particular worker can take a lot of time. What’s worse is it reflects poorly on you as a business owner and company. 

Improved Data Security

Payroll service providers typically have the infrastructure in place to handle crucial data securely. It’s important to hire a company that is well-known and has transparent security policies in place. Certain authorities hold these companies accountable to protect your information.

outsourcing payroll

Stay Compliant

Tax compliance and compliance with state, federal, and other applicable regulations are a must. The thing is, it can be quite time-consuming to not only learn about these but to stay updated on them all. It can be quite confusing sometimes. Because you probably have other things on your plate to think about, it’s easy to make errors without even realizing it. A payroll outsourcing company solves that for you. Part of their job is to make sure they stay in the know about these regulations. They make sure that the withheld tax is calculated properly, and they can even handle things like wage garnishment.

Integrate Data

When moving to a payroll service provider, integrating all the previous systems you have in place can be very easy. If you have certain HR solutions, benefits packages, or time tracking, you can let them know and they’ll typically be able to accommodate you. 

Facilitate Worker Self-Service

Some payroll solutions include the addition of a worker portal. Through this portal, they can check when payday is coming, claim pay stubs, check their hours, request paid leave, and view important HR documents. 

They can also contact payroll support which is sometimes an included benefit. 

Cost Savings

One hesitation people have concerns about is the payroll outsourcing cost. Here are a few reasons why outsourcing payroll can actually save you money:

  • By minimizing errors, you minimize the potential for audits and tax penalties 
  • By saving time handling the payroll process, you can redirect your efforts into scaling your business
  • Payroll software is also factored into the cost, which you would have probably needed to invest in any way

Cons to Outsourcing Payroll

A woman in front of a laptop holding her head in frustration about outsourcing payroll.

Longer to Correct Mistakes

Mistakes made by a trained, experienced, payroll outsourcing company are far less likely to occur. That’s one of the reasons you hire one. However, they can happen and often take a much longer time to sort out. This can lead to upset workers, wasted time, and penalties, and the responsibility ultimately falls on you.

Not Getting the Best Value

The benefits of outsourcing payroll can sometimes be a bad thing. In an attempt to give the best service possible, some providers include benefits that may not apply to the average business. The cost of these services is already a concern. However, if you are not getting value out of these benefits, you’re spending extra. 

Data Concerns

When you choose a company, you have to consider its data security infrastructure, protocols, and policies. Not only that, but you also need to consider the portability of your data. That is, if you switch providers, will you be able to switch seamlessly? 

Ultimately, you are handing over sensitive information and control over what is done with it. This doesn’t sit well with a lot of people, and is certainly a major consideration.

How Much Does it Cost to Outsource Payroll?

The cost of outsourcing payroll depends on a few factors. Primarily, we look at how in-depth the service you need is and how many workers you have.

For instance, QuickBooks has payroll services, which is an add-on to any Quickbooks plan. This service can range from $45-$125 per month. On top of that, you pay at least $6-$10 per worker respectively on the plan you choose. 

In the case of Gusto, they have two monthly pricing plans priced at $40 + $6 per worker and $80 + $12 per worker. They also have a Premium plan with exclusive pricing. They they have add-on services like HR and support for $8.

Other companies such as Payoneer and ADP Global Payroll don’t have set pricing. Instead, they encourage clients to schedule a call to get a custom quotation. It isn’t much help when trying to give a concrete answer on how much payroll outsourcing costs. But, that’s just the way it is for some companies. This can be arguably better than having to pay for benefits you don’t use, though.

Best Practices for Outsourcing Payroll

Focus on Provider Reputation and Experience

When you research and vet a payroll company, ask yourself these questions:

  • Have they worked with many companies before?
  • Have they worked with companies in industries similar to mine?
  • How many years have they been in the industry?
  • Are they a recognized company?
  • Is there a place I can go to read reviews of their services?

Remain Aware of Regulations and Tax Burdens

Some think, “Why outsource payroll if I have to know about taxes and regulations anyway?” These payroll service providers are indeed experts in this area. However, it is important to have some kind of idea of how it works so you can check their legitimacy. Not only that, but it’s also important to ensure the payroll company is familiar with local regulations and compliance so you don’t get into trouble.  

Take Your Time

Payroll is one of the most important aspects of your business. This is a decision you shouldn’t take lightly. It is important to get a payroll system set up ASAP. However, it’s worth investing in finding the right provider for that system. 

Frequently Asked Questions

A cork board with pins and yarn connecting frequently asked questions on outsourcing payroll

Is outsourcing payroll cost-effective?

For a company with a large workforce, the per-worker costs may add up to a much greater cost than doing payroll in-house. For smaller businesses, outsourcing payroll can be a great long-term solution for saving time and money. 

Is it common to outsource payroll?

There are still people who are validly a little hesitant. However, there are more safeguards in place than ever that make outsourcing payroll a more secure, cost-friendly, and time-saving solution. (As long as you do your research to find the right provider, that is!)

When should you outsource payroll?

  • When it takes too much time out of your day to process
  • When you don’t have the resources to make your payroll process
  • When you find yourself making errors
  • If learning about payroll taxes and regulations is confusing or time-consuming 

How do I find a payroll company?

We have written an article detailing our picks for the 7 best payroll services out there.

What Is Outsource School?

outsource school

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 

Conclusion

Payroll is an important business function that can be time-consuming, and costly, and keep you away from core processes. If you do your research, find trusted companies, and can justify the cost with the benefits, outsourcing payroll could very well be the answer for you. 

 

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Virtual Assistants

17 Virtual Assistant Skills and Qualities to Focus On When Hiring

What virtual assistant skills and qualities should I look for when looking for my next team member?

Hiring for a position is more than just looking for people with the right sets of hard skills to complete the tasks. You need more than a content writer who can churn out excellent articles quickly. You want more than a graphic designer who is proficient in 3 different art tools. These hard skills are great, and necessary, but you also need hires to have certain soft skills. This is what helps you to work well with them. 

In this post, we are going to talk about qualities to look for in pretty much every hire regardless of the position, and why they are essential. 

1. Communication Skills

First on our virtual assistant skills list is probably the most important – communication. Imagine what would happen if hires did not pass information clearly or concisely. The work pipeline would get clogged up. Individual team members would get confused about tasks. Misunderstandings would occur frequently and nothing would get done properly. 

Beyond speaking the same language, there are several signs that a person is a good communicator. 

  • Listens well and is attentive
  • Takes notes
  • Asks good questions
  • Clarifies
  • Can speak back instructions
  • Relays instructions accurately
  • Can give clear instructions

2. Computer Literacy

Someone typing on a laptop, representing virtual assistant skills.

VAs naturally need to be able to navigate the digital space well. This includes software, apps, tools, and search engines. They typically need to know how to do video conferencing, emails, and the like. They Should also be familiar with the tools in the Google and/or Microsoft suites. At a minimum, they need to be adept in the technologies needed to accomplish their job. A great VA will keep learning how to increase productivity. They will also take steps to become more effective by using new tools and even automation. Additionally, freelancers also need to know how to navigate virtual assistant websites and freelance marketplaces. 

3. Creativity

These qualities don’t just apply to positions that require creative virtual assistant skills. For instance, you don’t need to be a graphics designer, content creator, editor, or advertiser. Innovation is not job specific. VAs can exercise their creative muscles together with their problem-solving skills. This way, they can come up with new ways of accomplishing tasks. 

4. Interpersonal Skills

Interpersonal skills go hand in hand with communication skills. VAs need to be able to interact and deal with people at different levels. Most VAs you hire will go under a manager. You will also hire some to be these managers. Either way, they need to be able to work well with others. They must do this to be able to complete projects and attain common goals. Arguably, the best at this are VAs that have worked with several different companies with different cultures. 

They know how to:

  • Adapt to personalities and teams
  • Identify strengths and weaknesses
  • Build connections and rapport

5. Attention to Detail

Virtual assistants need to be detail-oriented. They do this when checking emails, entering data, and creating content. They also apply this skill when assessing the job description and rundown of roles and responsibilities. Some of the best virtual assistants are those who can spot mistakes that their superiors make. Then they can point them out, ask if it was intentional, and make suggestions to solve them. These qualities should be valued. Attention to detail shows that the VA takes initiative, takes responsibility, and cares about the job being accomplished well. 

6. Time Management Skills

A man looking at his watch in front of a laptop

Time management is essential, not only in the case of getting things done in an efficient time frame. It’s more than just meeting a deadline. For VAs, there is another layer. 

A lot of VAs are hired from overseas. This means they don’t always have the same time zone as the hiring company. They need to be able to accomplish their tasks. Then, they must allow room for questions and other concerns they may not be able to ask at any time of day. 

7. Decision-Making Skills

Nobody enjoys working with passive actors. VAs need to be able to think on their feet. This is based on their prior knowledge, prior experience, and given SOPs and instructions. A VA should take initiative and shouldn’t be overly reliant on their managers for every decision. 

8. Project/Task Management Skills

Hiring a VA for a management position can be tricky. A manager needs to be able to organize teams and tasks well. This includes having skills in project management software like ASANA, Trello, Zoho Projects, etc. 

These individuals can:

  • Create and organize workflows
  • Plan tasks in advance
  • Communicate goals, milestones, and deadlines
  • Delegate tasks
  • Communicate with individuals and teams 
  • Set up meetings 
  • Execute tasks together with the team
  • Track progress
  • Review results before submitting the final output

9. Independence

The best virtual assistants possess independence. They take initiative and apply knowledge-backed improvisation, which is important. This is especially true in a long-distance working relationship. Managers can’t hold the hand of VAs forever. Sure, there are some types of VAs, like followers who require guidance, training, and mentoring. However, this should only be a temporary arrangement. VAs should eventually be able to work alone effectively without the need for frequent check-ins or updates. 

10. Organization

A woman using a laptop and notebook at an organized desk.

A freelancer needs to be self-organized. Organization is a quality that can be observed in several places. They should be able to manage their time and set goals, plan, and manage workflows and teams. If you hire anyone who cannot stay organized, you will be in trouble. This lack of discipline will soon seep into their work!

11. Growth-Centered

One of our favorite and essential interview questions for job candidates is, “What do you value more, money or growth?”. This question gauges whether your hire is more interested in receiving a paycheck than in growth opportunities. People that choose the latter are often more ambitious. This also means that they are more likely to care for the work they do and the business they work for. 

12. Integrity and Honesty

You need to be able to trust a job candidate you intend to hire. You need someone who delivers on the brief. This includes any promises they have made to you about their capabilities. You should be hiring someone who does their job with consistent quality. Plus, this should be backed up by consistent morals.

A flaky team member can be a nightmare. Look for someone who exudes an air of professionalism. This is most likely someone who will keep their word. You can count on this type of person to accomplish the tasks you assign them. Moreover, you can count on them to take care of your company.

Even if they make a mistake, most people would rather their hires be upfront about it rather than try to hide it. Most people prefer honesty about their capabilities to a “fake it ’til you make it” attitude. 

13. Research Skills

A lot of VA positions require at least basic research skills. VAs should be able to find information from credible sources. They need to be able to recognize what information is essential. Part of these skills is also the ability to condense and summarize the gathered information. This is particularly useful for roles such as content writing and marketing. 

14. Customer Service Skills

Two females at a checkout counter with a POS terminal, representing customer service.

These skills are essential for VAs that interact directly with customers. This can be through email, live chat support, comment sections, review pages, and the like. Customer service is among the virtual assistant skills that require interpersonal, communication, problem-solving, and decision-making skills. All of this must be paired with a patient attitude of service and empathy. 

Questions have varying levels of depth. A customer service VA needs to be able to quickly provide a solution regardless of the complexity of the problem. 

15. Problem-Solving Skills

Problem-solving occurs when knowledge meets wisdom, critical thinking, and initiative. An excellent VA is not just able to recognize a problem. They use logic, creativity, and intuition and assess the situation to come up with one or more solutions. We give extra points to a VA who can think on the spot for problems that require immediate attention. 

16. Self-Learning Capabilities

Self-learning is one of the overlooked skills for virtual assistants to have. The ability to teach yourself is so valuable because it shows that you are adaptable, flexible, eager to learn, and focused on growth. A VA who continues to increase their knowledge, expand their skillsets, and is motivated to pursue continuing learning and training, is someone you want on your team. 

17.  Great Attitude

Last but not least on our virtual assistant skills list is a great attitude. This quality is often overlooked but is essential to a positive and peaceful work environment. No matter what comes their way from the job or within their personal life, a VA that maintains a great attitude is a light to everyone around them. When there is an issue that requires solving, this VA is a team player who encourages others, keeps morale up, and pushes forward until the job is done. They are patient, respectful, kind, upright, positive, hard-working, and responsible individuals. 

What Is Outsource School?

outsource school

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 

Conclusion

Now you see why these virtual assistant skills shouldn’t be easily glossed over during the hiring process. We have tons of experience with bad hires and want to teach others how they can avoid the pains that come with that. Hopefully, this list will be a helpful guide to healthier, more productive, and more successful working experiences in the future. 

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Virtual Assistants

19 Best Virtual Assistant Websites to Find Top Talent in 2023

Looking to hire the best talent from the top virtual assistant websites?

There are millions of freelancers in the world. Yet, it can be difficult to find the right person for the job. Well, we’ve gathered the best freelance websites out there. This way, you can be sure you’re getting the real deal.

1. Fiverr

virtual assistant websites

Fiverr is a freelance marketplace that allows you to choose from over 500 categories of jobs. The name comes from how they started offering online services for as low as $5. Now Fiverr is an industry giant offering long and short-term projects from affordable and competitive prices to premium rates. With Fiverr, you can quickly find talent, get to work, and accomplish tasks. You can also access Fiverr Business for teams and access exclusive features like talent matching, dedicated account managers, and collaboration tools. You can also upgrade to Fiverr Pro if you want access to the best vetted freelancers.

2. Upwork

virtual assistant websites

Upwork is one of, if not the best, virtual assistant websites on this list. This huge, award-winning marketplace offers a wide array of services. It’s home to millions of freelancers in almost 200 countries. You can access talent so easily in one of three ways.

  • Talent Marketplace™ – Create a job post, review proposals, view freelancer profiles, read reviews on their profiles, and select the talent you want to work with 
  • Project Catalog™ – Pick the job you need from hundreds of project templates 
  • Talent Scout™ – For a project more than a month in duration, a recruiter can pair you with the best people for the job 

3. Freelancer.com

virtual assistant websites

Freelancer.com is the largest freelancing and crowdsourcing marketplace. They serve clients worldwide with millions of worldwide talent from almost 250 countries. You can easily create a job post for any of the 1800+ categories. Get bites quickly and examine profiles to find the best fit. They also offer recruitment help to find the best talent. If you need managerial help, they also offer “co-pilots” to help you with your projects. You pay when you are completely satisfied.   

4. PeoplePerHour

A screenshot of the PeoplePerHour Radio website home page.

PeoplePerHour is a freelance community and marketplace that has connected over a million clients to global talent. Their anti-fraud and money-back guarantee perks mean that they are a secure and trusted place to conduct business. Hire from over 3 million freelancers offering 8,000+ skills in as fast as 10 minutes. You can post a job, search for freelancers yourself, or search through pre-set bundles created by freelancers. You can also manage and track your project through Project Stream. 

5. LinkedIn

A LinkedIn website screenshot.

LinkedIn is a widely used digital business network that connects companies with individuals looking for work. This platform is not designed specifically for finding virtual assistants. However, it does act as a job board for a lot of VAs looking for work. With LinkedIn, you can create a profile and job openings for free and access automatically created job descriptions and job templates. You can target your search with personalized emails and notifications and filter applicants using management tools. 

6. Zirtual

A Zirtual website screenshot.

Zirtual is a platform consisting of college-educated, US-based virtual assistants. They serve anyone from entrepreneurs to startups and executives. You can find the match you with a personal “Zirtual assistant” whose expertise matches the job brief. They are also backed by a team of specialists if they need additional help completing the tasks. Zirtual may possess a comparatively smaller suite of services and skills than other virtual assistant websites. However, they make up for it with strictly vetted, expert talent. 

7. Hello Rache

virtual assistant websites

Hello Rache is leading the charge in the area of healthcare virtual assistant solutions. Their Philippines-based VAs go through strict recruitment, vetting, and training processes to ensure they can work effectively in medical settings. The healthcare VAs on this platform can help with back-office tasks, medical transcription, and live in-room charting (EMR and EHR). All are HIPAA certified and can work with solo practitioners and larger medical groups as well. 

8. OnlineJobsPH

virtual assistant websites

OnlineJobsPH is a job board housing more than 2 million Filipino resumes and is the easiest place to find Filipino talent. You can post a job or search and view full resumes of workers from entry to expert level. However, you can only interview talent once you’ve paid for a subscription. You can track worker time using TimeProof and pay workers easily from your account with EasyPay. 

9. Virtalent

A virtalent website screenshot.

Virtalent is a virtual assistant service that offers UK-based VAs with at least 15 years of experience. These VAs are carefully vetted and have often worked with top companies in the UK. They specialize in Virtual PA and Marketing support but also offer other services. Virtalent not only matches you with the right VA, but they also pair you with a dedicated Client Success Manager. You can turn to them for guidance to answer any questions you may have during the process. 

10. 24/7 Virtual Assistants

A 247virtualassistants website screenshot.

24/7 Virtual Assistants is a virtual assistant service provider based in the US offering round-the-clock expert and efficient solutions. They offer low-cost, flexible non-core solutions you can upgrade or downgrade anytime. You can reach them any time of the day if you need tasks done. They house experienced, hard-working VAs who possess great work attitudes and are trusted to work unsupervised. 

11. Virtual Staff Finder

A screenshot of the Virtual Staff Finder website home page.

Virtual Staff Finder provides a simple solution to connect you with one of 8,000+ Filipino virtual assistants as fast as possible. After subscribing to the service and filling out their Job Description template, they source the best talent for you. Then, after rigorous vetting and background checks, they come up with the top 3 candidates for you to interview and hire. If it doesn’t work out with any of the 3, their 10-day guarantee promises to come with another 3 for you to select from. 

12. FreeUp

A screenshot of the FreeUp website home page.

FreeUp is a high-performing freelance marketplace that pairs businesses with hand-picked, highly qualified, pre-vetted talent. Among the best virtual assistant websites, FreeUp is one of the few that guarantees you get a top 1% freelancer. They do this through their very strict hiring process. This platform vets thousands of applications every day making sure communication, individual skill, and personality are top-notch. Their “No Turnover Guarantee” ensures any applicant that quits is replaced immediately free of charge.

13. Magic

A getmagic website screenshot.

Magic offers outsourcing solutions that help you get more work done by combining highly skilled remote workers with the power of Magic AI. Their scalable solutions allow you to start with 1 worker and go up to 1,000 if needed – all within the top 3% of talent. With their VA services, you can save more than 10 hours per week. All their VAs go through skills training to ensure they provide the best services possible. You also get a free dedicated account lead to help you with onboarding, coaching, SOPs, and more. 

14. Woodbows

A woodbows website screenshot.

Woodbows is a virtual assistant company offering VA services from college-graduate level professionals. Each has more than a decade of experience under their belt. Woodbows is award-winning in the areas of customer satisfaction and service guarantees. With Woodbows, not only do you get a 24/7 virtual assistant, but you also get 24/7 support on top of it. You pay for a single individual but you get the benefit of a team of experts behind them. 

15. Boldly

A boldly website screenshot.

Boldly offers premium subscription-based remote staffing services. Their North American and Europe-based VAs are highly experienced, skilled, and in it for the long term. Their personalized services match you with your ideal virtual assistant who will care deeply about the tasks at hand. They also offer a 100% lifetime satisfaction guarantee to show how confident they are in the quality of services they offer. They serve solopreneurs, small businesses, and enterprises. 

16. VirtualStaff.ph

A virtualstaff-ph website screenshot.

Virtualstaff.ph is the safest and easiest way to hire Filipino virtual assistants. You can hire, manage, and pay your remote staff in one place. You can post jobs or create job offers for specific applicants with the desired rate and hours you want them to work. Virtual Staff Protection for employers includes enforceable contracts, NDAs, and legal recourse. 

17. Fancy Hands

A Fancy Hands website screenshot.

Fancy Hands is a virtual assistant company that connects companies with US-based virtual assistants at cost-effective pricing. The unique thing about Fancy Hands is that it’s primarily used by people who need small, very short-term, one-time tasks done for them. You can submit job requests through email, text, or the app and someone will pick up the tasks for you. You can access assistants round the clock no matter what time of day. The team handles most requests in as few as 20 minutes. Their pricing is based on how many requests you use per week/month. Requests longer than 20 minutes may burn multiple requests. 

18. Indeed

Indeed is a job listing and interview site that strives to connect job seekers to unique opportunities. This is a platform for job seekers and makes it easy and free to look for jobs, research companies, and post resumes. With over 245 million resumes, Indeed is a giant pool of talent. Job posting on the platform is cost-effective and easy to do. When you have a sponsored job posting you are more likely to get applicants flowing in. 

19. Time Etc

A web-timeetc website screenshot.

Last but not least on our virtual assistant websites list is Time Etc. They are a virtual assistant service company that pairs businesses with US or UK-based VAs. Since 2007, they’ve helped save over 1.5 million hours for over 22,000 companies. Hiring with Time Etc is easy, cost-effective, flexible, and can be canceled at any time. Access the top 2% of US talent and leave the time-consuming tasks in their hands. They specialize in administration but they also do research and social media and content marketing. 

What Is Outsource School?

outsource school

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 

Conclusion

That wraps up our virtual assistant websites list! Now you can go start hiring VAs from trusted websites knowing that you are getting the best talent with little risk to you. 

 

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Virtual Assistants

The 3 Types of Virtual Assistants | Follower, Doer, & Expert

Do you know about the three types of virtual assistants and what their roles are? How can they work effectively to improve your business operations? 

Virtual assistant is a term that encompasses a broad range of tasks in multiple industries. These tasks can be creative in nature, like graphic design and content creation. They can also be more administrative and organizational, like data entry, bookkeeping, and inbox management. You can also hire VAs to manage other VAs. The list goes on. 

More than that, though, a virtual assistant has types or levels that determine their ability and proficiency in performing certain tasks. 

These levels are follower, doer, and expert. Let’s explore each one in detail.

What is a Follower Virtual Assistant (VA)?

The follower type is also known as an entry-level virtual assistant. These VAs are hired to perform basic tasks for companies. This work typically involves tedious busy work and tasks that don’t require much in-depth skill. 

Don’t get us wrong, though. While followers may have a limited skillset, they can still perform their duties very well. However, as “rookies”, they typically don’t have a lot of experience working with clients or companies. They likely haven’t worked together with many teams. As such, adapting to different work cultures may pose a challenge. 

Additionally, these types of virtual assistants likely haven’t gone through many recruitment, hiring, remote onboarding, or training processes. This means that they need a good amount of guidance and some investment. The working dynamic between followers and managers or bosses is akin to a student-teacher relationship. Whoever is in charge of training pours their knowledge and experience into the VA. The follower absorbs this information, asks questions, and clarifies anything they don’t understand. 

Some hiring teams specifically look for these entry-level candidates because they see their lack of experience as an asset. For a follower, a lot of things are very new, which means that in some ways, a follower is still very flexible. In areas such as work habits, company and team culture, and business-specific SOPs, the client has some ability to mold followers into the type of workers they need. They may be prone to a lack of initiative, but this also means they won’t be taking a lot of risks. 

types of virtual assistants

What’s the short-term value of a follower? 

If you need one-off, simple, yet time-consuming jobs done, a follower is a good choice for you. The risk to you financially is minimal. For one thing, entry-level rates won’t eat into your wallet. Also, in the worst-case scenario that a follower VA quits or does a poor job, it’s fairly easy to find another to fill in. This is especially true if you hire through freelance marketplaces that have low or no turnover guarantees, such as FreeUp

What’s the long-term value of a follower?

Because they are such a clean slate, a follower can potentially become a long-term member of your team. If your company values providing training and stability, followers have the potential of growing as valuable partners. It can be a risky investment, but the payoff could be worth it. 

Imagine having someone who:

  • Grows with your company
  • Cares about your company and its goals
  • Can train future hires and help instill the same values

What Are Some Follower VA Roles?

In this role, followers rely on the systems and processes you already have set up. 

Some virtual assistant roles and examples that follower types can fill include:

Administrative Roles

Customer and Client Communication Roles

  • Customer Service VA
  • Podcast Outreach VA
  • Influencer Outreach VA

Ecommerce-Related Roles

What Are Doer VAs?

types of virtual assistants

A doer type can be defined in a couple of ways:

1. When a follower levels up, gains some experience and exposure, and diversifies and/or hones their existing skillsets, they become a doer.

2. A doer is someone with a specialized or niche set of skills.

Regardless of which definition applies, these types of virtual assistants are very proficient in their areas of expertise. 

Doers have to navigate the supply-and-demand factor of the freelance marketplace. For one, they need to maintain a certain level of expertise to be considered an option for hire. Then, they need to gauge which areas they should specialize in. After all, specialization is one way for them to provide a unique value that sets them apart from the hundreds to thousands of other options. 

However, before picking a niche, it’s crucial for them to build a reputation by working with several clients and maintaining good client ratings. Why? If they go too niche too fast without building a good name, it’s the equivalent of having an excellent product with no marketing. No one knows about it. Few realize they need it and fewer know if they can trust in its quality. 

But that’s why doers bring such a unique value among the different types of virtual assistants. 

These individuals typically have a few years of work experience under their belts. Their work history can range from a handful of respectable projects to a portfolio of clients and companies. 

Because they have worked with several clients in the past, they likely have developed their own processes and systems. As such, companies hire them with the expectation that they can do their job well. You can leave them to their assigned task without the need to check their work constantly. 

Tips for Working with Doers

Collaboration is key when working with doers. The working dynamic of a doer with their boss is one of partnership. The hiring party must be able to set clear goals and guidelines while also clarifying any non-negotiable procedures that must be followed. 

The doer brings their experience to the table and uses their accumulated skills, knowledge, and processes to complete the tasks. Both parties must be flexible in order to make the partnership work. A company should be able to trust the doer enough to take suggestions and not micromanage. The doer should respect the wishes of a company and remember that they have the final say. Ideally, both parties come out of the working relationship having learned something from the other. 

What’s the short-term value of a doer? 

If you need something done excellently and efficiently, hire a doer. If you have a unique need but don’t have time to learn how to resolve it yourself, a doer can be the solution. At minimum, the company walks away with good output and the doer walks away with more work experience to add to the portfolio, and a good client review. 

What’s the long-term value of a doer?

If you need them for multiple projects in the future, you know who you can contact. Plus, you can skip a lot of the onboarding you’d have to go through with a new hire. Also, you may be able to retain a skilled doer for a prolonged period of time. This means you would likely be able to scale and improve in those specific areas much faster.

What Are Some Doer VA Roles?

types of virtual assistants

These doers, though they take on the role of a collaborator, can also leverage their expertise and take on leadership roles. Specialized skillsets mean specialized roles. 

Doers work under your systems and procedures but can offer suggestions to improve processes based on their experience. 

Some of these doer roles include: 

Administrative Roles

Creative Roles

  • Podcast Editor 
  • Video or Audio Editor 
  • Copywriter, Content Writer 
  • Graphic Designer
  • Web Designer 
  • Web Developer 

Managerial Roles

  • Team Leader VA 
  • Project Manager 
  • Content Manager 

Ecommerce-Related Roles

Marketing and Ads Roles

Misc. Roles

  • Translation VA 
  • Real Estate VA 

What is An Expert VA?

Expert type VAs are the highest tier of virtual assistants you can hire. They take the term “assistant” to a whole different level. These individuals are certainly incredibly skilled. Their unique value, however, comes from the years of experience working with companies of varying sizes and industries. Subsequently, they have developed an impressive portfolio and reputation. To top it all off, experts also typically have a lot of accolades, degrees, and certifications to solidify their legitimacy. All of this makes them an authority in their field. 

As such, expert VAs are typically hired on to be consultants, strategists, and developers. A company that doesn’t have certain infrastructure in place will hire them on to create processes and operating procedures. Either that or they improve upon the processes already in place in order to help a business run smoother in that area. 

The working dynamic of an expert with a company is somewhat of a mentor and apprentice. Companies look to the experts for guidance and the experts create blueprints for them to act on. These structure is then taught down the hierarchy and becomes the basis for operation. 

What’s the short-term value of an expert? 

Experts are typically hired for a short period of time until the infrastructure has been developed and people have been adequately trained. This is because they come with quite a hefty price tag. 

What’s the long-term value of an expert? 

Experts hired for long periods of time as team leaders can really make your business operate like a well-oiled machine. Their expertise and experience could mean the difference between a business that lasts for 5 years and one that lasts for 10. Their impact lasts even if you decide to part ways. 

What Are Some Expert VA Roles?

A man creating a design.

One of the duties of an expert type is to create processes that weren’t present or refine those that weren’t optimal. They can be more hands-on and take on leadership and management positions or more hands-off and simply offer consultations. 

Some duties that an expert VA can perform include: 

  • eCommerce Consulting 
  • Marketing & Strategy 
  • Conversion Rate Optimization 
  • Excel – Customized reports and in-depth analysis
  • Amazon Merch 
  • Independent Management Roles

Do I Need To Use All 3 Types of Virtual Assistants In My Business?

Now that you know more about the different types of virtual assistants, let’s talk a little more about how they interact with one another. 

Here’s a simple summary:

  • Followers – Entry-level VAs that are less autonomous. They can handle busywork you don’t have the time to do and can be trained to be doers. They can work under doers and experts. 
  • Doers – Specialists that are great at what they do and add a unique value to your company. They are more autonomous and have more comprehensive abilities. In addition, they can manage followers and work under experts.
  • Experts – Industry authorities who help create systems for businesses that need that extra help. They can manage both followers and doers or simply behave as mentors or consultants. 

Doers and followers make up the majority of a remote workforce. Experts, though valuable, are not always necessary to achieve success. Ultimately, it’s up to you to decide based on the short and long-term values of these positions. 

Frequently Asked Questions

How do I determine which types of virtual assistant I need?

  • Determine the scope of the job you need doing
  • Ask yourself what processes you have in place
  • Assess the long and short term values of each of the types

Are there virtual assistants who specialize in specific industries?

Yes, you can virtual assistants in tech, Ecommerce, marketing, creatives, and basically any field that doesn’t require them to be physically present. 

How do I find and hire the right type of virtual assistant?

We talk all about where to find and hire a virtual assistant in a separate post that we encourage you to read after this. 

Can virtual assistants help with both short-term and long-term projects?

Absolutely! Each of the different types of virtual assistants have long-term and short-term value. They can work part time and full time. It all depends on your needs. 

What qualifications or skills should I look for in a virtual assistant?

VA skillsets vary depending on your needs. However, some necessary qualities and skills of a virtual assistant include time-management, communication, reliability, and organization. 

What Is Outsource School?

outsource school

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 

Conclusion

The three types of virtual assistants all bring something valuable to the table. Whether it’s the flexibility of a follower, the skills and work ethic of a doer, or the experience and wisdom of an expert, your business can benefit from hiring a virtual assistant. 

 

Categories
Virtual Assistants

14 Poshmark Virtual Assistant Tasks to Start Outsourcing

You definitely could use a Poshmark virtual assistant if you’re new to the platform. Poshmark is a stylish social marketplace that has recently gained more traction. We expect that it’s going to get busier as time goes by. If you’re new to selling online, a veteran, or have multiple stores, some qualified help is always a good idea.

1. Creating and optimizing Poshmark listings

This platform is not your usual marketplace. So, things work differently. This makes it especially useful to have a Poshmark virtual assistant helping you out. Their skillset is different than the average VA – upgraded, you might say. The platform is a unique combination of social media and eCommerce. So, selling there is not the same as selling on Facebook, Instagram, eBay, Amazon, or any other platform.

That said, a Poshmark virtual assistant will know the basics. This includes keeping your inventory updated. They will also know how to manage your social media accounts that are linked to your business. Plus, they will know all the specific tasks that apply to the platform. 

These specific tasks include what accounts your business should follow. This is important so that your items get in front of the right sets of eyes. They can then monitor these accounts and track your sales performance. Another task they will understand how to do well is sharing listings. They will know what listing to share and exactly when is the best time to share it. This includes sharing your closet and community shares, too. A good Poshmark virtual assistant knows how to identify and build the right strategy for your business. This way, your listings can reach the top of search results. 

2. Managing inventory and updating stock levels

As mentioned, a Poshmark virtual assistant knows the basic online selling tasks. This includes inventory management. This covers tracking what you have in stock. They always know how much of it you have. They also manually adjust the numbers as needed when you make sales. They will also know how to coordinate with you, your suppliers, or any warehouse you use. This ensures that you get more of what’s needed for your customers. They will know how to compute sales versus stock levels. This way, they will know exactly how much of what items you need. This way, your customers have what they want available at all times. You might also have single items that are non-replenishable. Teh VA will also know how to update the listings once the items are sold.

3. Responding to customer inquiries and messages

poshmark virtual assistant

Customer service is a vitally important part of any business. When you sell online, it’s even more important. You need to make sure that you develop and maintain good relationships. This means customers and browsers, too. The world of the internet is brutal. You must keep people happy to survive. The best Poshmark virtual assistant will know how to take care of all the inquiries and complaints that come in. They will know what boundaries to maintain. This means you are not run over but people don’t go over the edge, wither. If anyone does end up upset, they will know how to talk them down. They can resolve the matter quickly with zero or minimal blowback.

4. Handling order fulfillment and shipping logistics

As with any platform, ordering and shipping follows a set of rules. A Poshmark virtual assistant will know how to guide customers through the process. New platforms take some getting used to, so the best help will always patiently and clearly explain the expectations. This way, you can make sure that your customers are not unpleasantly surprised and leave bad reviews as a result. Orders can flow smoothly and you can reduce returns as well when the process is clearly explained and professionally managed.

5. Conducting market research and competitor analysis

The highest level Poshmark virtual assistant can also help you with market research and competitor analysis. Yes, some VAs can do that! You don’t necessarily need to hire a whole separate other marketer to help you. All you need to do is indicate in your job post that you need this level of help. Make sure that you’re prepared to pay for this top-level service, though. Marketing help can be easily double what you might be used to paying for the usual inventory tracking and social media posting VA. 

6. Implementing pricing strategies and promotions

Whether you create them or the VA does, you can hire a specialist who knows how to implement strategies. The task of updating pricing along with releasing, monitoring, and ending promotions can be repetitive, and therefore, time-consuming. Getting help with these types of tasks is easily the best thing you can do for your own productivity as a business owner. 

7. Managing and organizing product photos and descriptions

A Poshmark virtual assistant may not know how to take professional product photos. You might not even want to outsource for this since it would mean shipping the products to the VA! It’s simply not practical. However, you can ask a VA to manage this content. 

They can help from start to finish, actually. First, they can communicate with you or the product photographer about which photos are needed to make listings perform better. Once the photos are taken, they can review them and provide feedback. Then, they can organize them in an online storage system. If you don’t have a filing system yet, they can even create it. Finally, they can upload the new photos and even rotate and A/B test depending on how many variations are available. This can give them a lot of information about what works best, which they will relay to you. Based on that data, they can then implement new strategies that you approve.

8. Tracking sales and analyzing performance metrics

poshmark virtual assistant

Similar to the marketing tasks, which includes the A/B testing mentioned above, this work usually pays more than the average VA rate. However, the additional pay can be a lot more reasonable than hiring a separate person for just marketing. It all depends on who you’re hiring, how well they communicate, and how well you are able to manage the moving parts. 

That said, a Poshmark virtual assistant with marketing and analytics experience can gather the pertinent data and study it for you. They will be able to give you tips based on trends and where it looks like things are headed.

9. Creating and scheduling social media posts for Poshmark promotion

Whether they do this manually or with a tool, a VA can easily get social media posts ready for uploading to whatever platforms you use with Poshmark. If you hire someone with higher English fluency and more specialized social media experience, they can do more. Think about how much help is will be for them to take care of the entire process! They can do the research for the best post types and compose the actual posts. Then they can choose when and where to share the different posts, and even take care of analyzing post performance metrics to boot. Finally, they will be able to tweak your social media strategy to boost performance and beat the competition.

10. Following up with customers for feedback and reviews

Apart from keeping customers happy, a good Poshmark virtual assistant will never forget to follow up with customers. They will know the value of positive feedback and customer reviews. So, they will know how to build relationships with customers so that they can easily ask for this without causing issues. Being familiar enough with customers so that they are comfortable sharing honest feedback is priceless. This feedback will help you improve your systems to make even more customers happy. Asking for reviews is similar. You can’t burden customers with this request unless they love your business. Sometimes, you might even get reviews without asking if they are already well cared for! Honest, rave reviews are the best ways to attract more customers who you can then turn into loyal; followers who advertise your business for free.

11. Managing returns and exchanges

As part of customer service, a VA will need to deal with returns and exchanges. It shouldn’t be at all complicated or difficult for a skilled representative. 

12. Handling negotiations and offers from potential buyers

poshmark virtual assistant

When you are not selling at a fixed price, this area is vital to cover. It can take a lot of time to field offers and counter-offers from multiple sources for multiple products. A Poshmark virtual assistant will know how to set up and manage a process for such negotiations.

13. Conducting trend research and staying up-to-date with fashion industry news

This part of the job requires a keen eye and a lot of time to go through various materials. That’s not even mentioning knowing in the first place which news outlets to monitor! This research is invaluable if you what to grow your business, so don’t leave it out of the equation.

14. Collaborating with influencers or bloggers for product endorsements

This is another area that requires specialized skill. Like talking with suppliers, connecting with influencers takes a certain style. Make sure that you are hiring a Poshmark virtual assistant who has experience navigating this world.

What Is Outsource School?

outsource school

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 

Conclusion

Hiring a virtual assistant to help with any platform is a great idea. Hiring one specifically suited to the platform you’re using is the best decision you can make for your business. Start with this list, and see how you can grow together to make the business grow, too.

Categories
Virtual Assistants

Virtual Assistant Roles and Job Description Templates to Use for Hiring

Crafting a job post can be a complicated and time-consuming process. How do you know that you’ve written all the virtual assistant roles and duties clearly and completely? Does your job description communicate your brand well? Will your job ad reel in the attention of the like-minded, talented individuals you’re looking for?

In this article, we will be talking about the value of an excellent job post, the benefits of job templates, and even sharing a few of them with you. 

What’s the Importance of A Well-Crafted Virtual Assistant Job Description?

Communication

A job post does more than communicate the job requirements. It can also communicate the company’s history, achievements, offerings, values, culture, and tone. You certainly don’t want to flood your job description with company facts. However, a short introduction to your company can be a valuable advertisement to attract talented individuals. 

There are many ways you can do this. Constructing an introduction around company history, values, and culture can appeal to candidates with similar values or passions. Showing off achievements can attract highly skilled individuals looking to mutually benefit from a partnership. 

Attracting the Right People

A man and a woman doing an individual, personal check-in before their team virtual meetings.

If your job post looks very well put together, detailed, and clear, it will exude sense of professionalism. This has a higher likelihood of attracting people with the same mindset and values. Just remember, you attract what you project. If your job post isn’t skillfully crafted, don’t expect to attract skillful individuals. 

Setting up Clear Expectations

If you don’t describe virtual assistant roles and responsibilities in detail, you’re setting yourself up for future misunderstandings. Not only should you define the specific skillsets you are looking for, but you should also lay out the scope of the work clearly and concisely. This way, potential applicants know exactly what you expect from them. In turn, they also know what they can expect from you. You don’t want to spend your time answering a bunch of clarifying questions for applicants who will turn out to be wrong for the job just because you weren’t specific enough in your posting.

What Are The Benefits of Using Templates for Hiring Virtual Assistants?

Time-Saving

Having to create a template from scratch can take away valuable time from actually finding someone to fill the role. Now imagine if you needed to create one each for multiple positions over several months or years! With a template, all you need is to fill in or edit the requirements in each section, and you’re good to go. If you’re under a time constraint, recruit frequently, or need to find a hire quickly, a job description template is an easy and effective solution. 

Look Professional

virtual assistant roles

Job seekers are likely to be discouraged by a poorly written, typo-ridden, or info-lacking job description. Some have had unfortunate experiences with job scams. Others have wasted hours inquiring about details that weren’t specified only to have the position filled. Using these templates can help you appear more professional and legitimate. A well-put-together job post breeds confidence in job seekers. 

Beginner Friendly

If you’ve never written a job description before or are new to hiring, job posting and job description templates are great resources. Maybe you don’t know what the virtual assistant roles are for that position. Maybe you’re looking for a guide to help you. Templates can serve as teaching tools to help those newer to hiring understand who and what to look for in a candidate. They include all the information that you would both need to know about the position. You simply need to add or subtract based on your needs.

If you’ve never written a job description before or are new to hiring, job postings and job description templates are great resources. Maybe you don’t know what the virtual assistant roles are for that position. Maybe you’re looking for a guide to help you. Templates can serve as teaching tools to help those newer to hiring understand who and what to look for in a candidate. They include all the information that you would both need to know about the position. You simply need to add or subtract based on your needs. 

Good Foundation to Build Off Of

One criticism of templates is that they can sometimes be cookie-cutter or appear “same-y”. However, they do provide a good framework to build from and add your own personality. They provide you with the sections you need and you can mix and match them to fit your company’s tone. Not everyone wants to know a person’s educational attainment or certifications. However, if you value that as a company, you can add that in. Eventually, you will be able to create your own templates and requirements for virtual assistant roles.

Key Components of a Virtual Assistant Job Description

Documents containing the details of different virtual assistant roles.

Job Title and Summary

The job title is the first thing candidates see, which means it’s important to write it well. It not only succinctly describes the position, but should provide a hook to grab attention. 

The job summary, often called a “job brief,” is like an introduction to the position. This can include a short but engaging description of the position and a small background of your company. As mentioned earlier, you can include details such as company achievements, values, product or service information, and other information you think could add value to the job post. Whatever you think can make your job post stand out among the rest, include it. 

Job Responsibilities

This is the part where you go into more detail about virtual assistant roles. This part of the template covers:

  • scope of the work
  • skills required
  • proficiency with tools
  • educational or certification requirements
  • experience requirements
  • location preference

Note: If you want to keep clarifying questions to a minimum, the more detail you add, the better.

Schedule / Hours Per Week

This section is where you indicate whether you require a part-time or full-time hire. Along with that, you should specify if you need them to work on specific days or during specific hours. Additionally, you can also indicate if there is a certain number of hours they need to put in during a week.

Rate

We recommend doing some research on what the average hourly rates are for the position you are hiring. While these rates can be up for negotiation during interviews or onboarding, you should know the average and display a range. This way candidates can see the range and consider if their rates lie within that range. You should also indicate if you are willing to hire on a per-project basis and do the research for those rates as well. 

Note: Rates will vary depending on the region or country you hire from. If you need a remote worker with stable power, stable internet, and backups, that comes with a higher cost. 

Job Post Templates For 3 Common VA Roles

Customer Service VA

Smiling agents with headsets to whom you can outsource eCommerce customer service.

Job Description:

We are looking for a virtual assistant to handle the phone, email, and live chat support lines for our business. We need someone who has solid experience in this type of role. Please do not apply if you do not have at least 2 years of experience providing phone, email, and live chat support. Also, do not apply if you don’t have a quiet working environment and a background noise-canceling headset.

The ideal candidate should have a pleasing and positive personality and is able to convey this through email and chat interactions with our customers and prospective clients. He/she will be expected to learn about our product/services and resolve client issues on their own unless help from another department is needed. We want someone who is a problem solver, resourceful, can work under pressure and with little to no supervision, and goes above and beyond in handling customer issues. Excellent English communication skills and a neutral accent is a MUST. The VA should have their own computer and fast and reliable internet connection.

Desired Hourly Rate:

$6 to $8

Location Preference:

Non-US

Hours Per week:

40 hours

Specific Hours:

Client business hours

Weekends Needed?:

No

Programs or Tools They Need to Know:

  • Live chat support software programs such as Hubspot, LiveChat, ChatBot, etc.
  • Gsuite
  • Slack
  • Experience working on project management platforms like Trello, Asana, Teamwork, etc.

General Admin VA

virtual assistant roles

Job Description:

We are currently looking for a general virtual assistant to join our team. We need someone who has experience in this type of role. Please do not apply if you’ve never worked as a general VA.

The ideal candidate should be knowledgeable in carrying out a variety of tasks such as data entry, research, social media management, email correspondence, calendar management, setting appointments, etc. He/She should be very organized, has a keen eye for detail, is reliable, and MUST communicate well. Some tasks are done on a daily basis, while others need to be done only when needed. It is important that the VA can work well under pressure and handle multiple tasks efficiently, even on a busy day.

Desired Hourly Rate:

$5 to $7 per hour

Location Preference:

Non-US

Hours Per week:

40 hours

Specific Hours:

Client business hours

Weekends Needed?:

No

Programs or Tools They Need to Know:

  • Calendar management tools such as Calendly, Google Calendar, etc.
  • Evernote, One Note, etc.
  • Gsuite
  • Slack
  • Experience working on project management platforms like Trello, Asana, Teamwork, etc.

Marketing VA

virtual assistant roles

Job Description:

We are looking for a digital marketing virtual assistant to join our team. We need someone who is passionate about creating and managing sophisticated high-performing digital marketing campaigns that align with our objectives.

The ideal candidate should have extensive knowledge and understanding regarding market research, analytics tracking, and campaign management across Google and social media platforms. You must be excellent in a collaborative environment, and must be able to bring your own ideas to the table. On top of this, you should have excellent communication skills and can handle a variety of tasks effectively, even when under pressure.

Desired Hourly Rate:

$8 – $12

Location Preference:

Non-US

Hours Per week:

40 hours

Specific Hours:

Flexible

Weekends Needed?:

No

Programs or Tools They Need to Know:

  • Google Analytics
  • Google Adwords
  • Email Automation Software like Hubspot, ActiveCampaign, Sharpring, etc.
  • Gsuite
  • Slack
  • Experience working on project management platforms like Trello, Asana, Teamwork, etc.

These virtual assistant roles and responsibilities templates were created by the team at Outsource School. We’ve used a lot of these templates in our own hiring processes and love to share them with other business owners. They are taken from our 50 Job Post Templates To Hire Rock Star Virtual Assistants. This resource was a bonus given to one-year Outsource School members. If you want full access to helpful resources like this and even personalized assistance with your hiring needs, consider becoming a member today!

Top 10 Virtual Assistant Roles

It is definitely possible to outsource your entire business to virtual assistants. Here’s a list of the top virtual assistant roles you can hire for:

  1. Administrative Virtual Assistant
  2. Social Media Virtual Assistant
  3. Customer Support Virtual Assistant
  4. Content Writing Virtual Assistant
  5. Research Virtual Assistant
  6. Project Management Virtual Assistant
  7. E-commerce Virtual Assistant
  8. Email Marketing Virtual Assistant
  9. Graphic Design Virtual Assistant
  10. Website Development Virtual Assistant

What Is Outsource School?

outsource school

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 

Conclusion

You are now armed with job post templates and are ready to start hiring. You now also and a better understanding of how to write your own job posts – job descriptions, virtual assistant roles, rates, and all. So, get out there and begin your search for the perfect candidate!

 

Categories
Virtual Assistants

16 Tasks a Bookkeeping Virtual Assistant Can Take Off Your Plate

You may hesitate to hire a bookkeeping virtual assistant. You know that bookkeeping is a task that every business needs to perform. But is it worth outsourcing?

Our friends over at EcomBalance can tell you that there are a lot of things to keep track of when it comes to financial management. Some folks like the idea of doing their own bookkeeping. However, the need for a bookkeeping virtual assistant becomes apparent when scaling a business or when tax season rolls around! With a business to run, most people don’t have hours every week to devote to accurate bookkeeping.

In this article, we’re going to dive into some of the essential bookkeeping tasks that you can outsource to a VA. 

1. Accounts Payable Management

Accounts payable management involves tracking money that your company owes to other entities, such as suppliers, vendors, employees, landlords, utility companies, etc. This type of account is full of purchases made on credit and that are not paid for immediately. As such, these debts are listed as liabilities that need to be paid based on set payment terms

A bookkeeping virtual assistant keeps track of all these bills and the due dates of when they need to be paid. They can also handle the task of paying these creditors.

2. Accounts Receivable Management

A man opening an empty wallet.

On the other hand, accounts receivable management is all about collecting money owed to your business by another entity. It entails tracking and collecting payments or purchases made on credit by customers or clients for the use of a good or service. Because this money is something you expect to receive, it is recorded in your asset account. 

AR management consists of tasks such as sending payment reminders, recording interest rates, monitoring accounts receivable turnover rates, and tracing any cash owed to you.

3. Bank Reconciliation

Reconciliation is the process of ensuring the revenue and expenses registered on your balance sheet in your general ledger match your bank statements. Your VA will evaluate both records and check to see if there are any inconsistencies or discrepancies. Reconciling frequently is the key to preventing errors that can affect your financials in the long run. These errors include duplicate entries or failure to record a transaction.

4. Expense Tracking

Expense tracking management is essential if you want to keep your spending in check. This process involves keeping a detailed record of all your expenditures. This can include salaries, utilities and rent, product development costs, and equipment costs. This can be done on a daily, weekly, and monthly basis. Expense tracking is important because it tells you what you are spending and shows you if there is any wasteful expense. 

More than the aforementioned, tasks that can help with expense management include:

  • Opening a separate business account
  • Using accounting software
  • Connecting your banks to that software

5. Payroll Processing

A bookkeeping virtual assistant's calculator and money for the payroll.

Virtual assistant bookkeeping also involves ensuring that your workers are paid, and the proper payroll taxes are filed. First, your VA can set up a payroll schedule (weekly, biweekly, monthly, bimonthly, etc.) if you don’t have one already. They can then calculate net and gross wages, process deductions, and report, file, and pay payroll taxes. Most accounting software offers payroll services to make this process easier. 

Note: Make sure your workers fill out the appropriate forms (W-4 or W-9) before conducting payroll. Your bookkeeper can work with your hiring team on this as well.

6. Financial Reporting

Bookkeeping is not complete without financial reporting. These reports contain essential financial data that is crucial to making future business decisions. Important metrics to track include your profit margins, working capital, ratios, turnovers, and returns. There are excellent financial reporting tools built into bookkeeping software. These allow you to view metrics in real-time and easily convert them into report formats whenever you need them.

7. Tax Preparation

Tax season is that time of the year that not everyone looks forward to, to put it lightly. While there are several benefits to DIY bookkeeping, hiring a professional for their working knowledge of tax law and regulation might be worth it. They can prepare all the requirements for tax time. Your VA can help ensure that the whole bookkeeping process is done “by the book” so you or your accountant won’t run into any issues when filing.

8. Budgeting and Forecasting

A bookkeeping virtual assistant creating a Budgeting and Forecasting graph.

Budgeting is all about knowing how much capital you have on hand to spend on maintaining business operations and reaching business goals. Naturally, budgeting is a practice that pairs handsomely with expense tracking. 

The value of hiring a bookkeeping virtual assistant is that they can watch your numbers more closely. They can provide valuable insight into spending behaviors and tell you if there are areas where you can make wiser budgeting decisions. Not only that, but they can also use previous budgets, spending data, and revenue data to help you make future budgeting and business decisions towards future business growth.

9. General Ledger Maintenance

Maintaining a general ledger is the primary task of any virtual bookkeeping assistant. A general ledger contains all the accounting records and transactions of a company. The accounts you would typically find are expense, revenue, assets, liability, and equity. 

Tasks associated with ledger maintenance include creating and adjusting journal entries, arranging trial balances, account summations, and preparing financial statements. 

10. Financial Analysis

If bookkeeping is incomplete without financial reporting, financial reporting is incomplete without in-depth financial analysis. Numbers are just numbers if you don’t have an interpreter. Your virtual bookkeeping assistant can examine your monthly financial statements and provide actionable insights based on the data gathered.

They can:

  • Assess the current financial health of your company
  • Spot patterns in your spending habits
  • Identify opportunities to save money or make a profit
  • Use their knowledge of economic trends to help you make better business moves.  

11. Data Entry

A man typing on a laptop.

This is a basic task that is almost a given for bookkeeping virtual assistants. They, of course, input all the data into your general ledger and the accounts therein. However, they also can do other tasks like:

  • Digitizing financial statements, transactions, or receipts. 
  • Creating spreadsheets
  • Transferring information between applications
  • Updating business information
  • Transferring metrics and data into reporting applications

12. Inventory Management

Inventory management involves determining the cost and value of your inventory. This applies to businesses that deal with physical goods and stock. It’s important to know what stock sells well, what doesn’t, and when you need to restock. See, inventory has intrinsic value but loses that value over time if it expires, prices go down, or storage fees rise. You don’t want dead stock draining resources. 

A bookkeeping virtual assistant can help you track inventory stock levels and make sure real stock levels match your sales. They can monitor what is popular and use inventory management software to create purchase orders quickly and easily. 

13. Cash Flow Management

Cash flow management involves the tracking of all funds moving on or going out of a business. A cash flow manager tracks expenses and profits, creates budgets, forecasts, and generally ensures that the value of your funds is maximized. This means keeping detailed records of inventory, cash, debts, and profit.

14. Audit Support

A bookkeeping virtual assistant doing an audit.

Companies conduct internal audits to gauge how well their financial management is shaping up. An auditor can check if your books meet the GAAP, or generally accepted accounting principles. It’s also a way to check the performance of your current bookkeeper and ensure there is no funny business going on.

15. Software Assistance

Accounting and bookkeeping software like QuickBooks and FreshBooks has made financial management so much more optimized and streamlined. At this point,any bookkeeper that doesn’t use this type of software is giving themselves an unnecessarily difficult time. 

You can hire a QuickBooks VA who specializes in the QuickBooks software. They can help you get your account set up, migrate your financial data, and conduct account management directly from the software dashboard.

16. Organization and Documentation

The necessary traits one must possess to be a bookkeeping virtual assistant are to be detail-oriented and organized. Your VA will make sure that all your receipts and transactions are where they need to be and are properly categorized. Not only that, but they can also keep records of previous financial reports, analyses, budgets, and other historic data. Feel secure knowing that the data and documents you need are always at your fingertips. Tax preparation doesn’t begin at tax season, it begins with well-kept records that are easily accessible. 

What Is Outsource School?

outsource school

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 

Conclusion

Proper bookkeeping practices are no joke. While this list may cover the essential bookkeeping duties, there are even more tasks out there depending on the specific needs of your business. This is why we recommend hiring a bookkeeping virtual assistant to handle that branch of your business. 

Professional bookkeepers are proficient with numbers and have processes in place to help them detect errors quickly and correct them. They combine this with their technical knowledge of useful financial management tools. 

Evaluate what’s best for your financial health. Consider hiring a VA so you can direct your attention toward business areas that require your time, effort, focus, and expertise. 

 

Categories
Virtual Assistants

Hire an SEO Virtual Assistant For These 14 Tasks

How can an SEO virtual assistant help take your online business to new heights? Why should you be paying attention to SEO, anyway?

SEO or search engine optimization is the process of optimizing your website. This improves its visibility on search engines like Google, Bing, or Yahoo!. Internet users type in billions of searches on Google every day. This means that getting your website on the front page is like being on the world’s largest billboard with the biggest audience. If you aren’t paying attention to your online presence or the state of your website, you are seriously missing out. 

However, SEO is a time-consuming process and is most likely not something you can handle yourself. Today we will be going through the top 14 tasks that you can outsource to a virtual assistant. This way, you can improve your rankings on SERPs (search engine results pages). 

1. Keyword Research

Keyword research is foundational to a successful SEO strategy. This process involves determining which terms users enter into search engines. Your SEO keyword research is then used to inform SEO campaigns and other marketing tactics. This type of research allows you to peek into the minds of your target audience. Keyword research is more than just figuring out the exact words or phrases they search for. It is also about finding out the search intent or what the goal of the search is. 

A keyword research SEO virtual assistant knows how to:

  • Create a list of topics related to your business/industry
  • Search for keywords relating to those topics 
  • Check monthly search volume for those keywords
  • Use keyword research tools to find more keywords

2. On-Page Optimization

A laptop showing a web development advertisement or website tagline.

On-page SEO refers to the process of optimizing your website and its pages. This is so that you can improve your ranking on search engines. 

According to Search Engine Journal, there are 12 on-page SEO factors divided into three main categories. These categories are: content, HTML, and website architecture. The twelve factors are:

  • E-A-T (Expertise, Authoritativeness, and Trustworthiness)
  • Keywords
  • SEO Writing
  • Visual Assets
  • Title Tags
  • Meta Description
  • Image Optimization
  • Geotagging
  • Site Speed 
  • Responsive Design
  • URL Structure
  • Links

3. Off-Page Optimization

A screenshot of a Google Analytics dashboard that an SEO virtual assistant would use to gauge off page traction on a website.

Off-page SEO, as the name suggests, is the process of improving your SEO through off-site methods. This type of SEO work is conducted to build the authority and reputation of your website. The goal of these methods is to make your website a trustworthy source of information in the eyes of users and search engines. 

Off-page SEO efforts include:

  • Link building (getting authoritative websites to link back to your site)
  • Guest posting 
  • Content marketing
  • Social media marketing
  • Local SEO 

4. SEO Audits

An SEO audit is the process of sweeping through your entire website and assessing if it is optimized for search engines. The goal is to identify any potential problem areas. Then you can find opportunities to go up in the search rankings. 

Several factors influence your ranking on results pages. These can be on-page or off-page SEO and technical SEO. They usually make use of certain SEO audit tools. 

An SEO virtual assistant performing an audit usually checks things like:

  • Website architecture 
  • Backlinking
  • Internal linking
  • Indexing
  • Crawlability
  • Sitemaps
  • Keywords research and usage
  • Site Security

5. Competitor Analysis

A laptop screen showing analytics and a tablet showing a calendar.

Search engine results pages are one of if not the most competitive landscapes for organic online digital marketing. You have several steps to overcome to gain any kind of positive traction. Getting any visibility at all, like on the first page of Google, is already difficult enough. Winning bids on keywords and ranking for them are two separate battlefields. This is why competitor analysis can be so valuable. 

Competitor analysis allows you to find opportunities where you can gain an edge over the competition. You do this by evaluating what your competition is doing. Copy what works, find out where their gaps are, and capitalize on that. A VA can help you find the competition in your niche. Then, they can gauge the difficulty of ranking for specific keywords and find other opportunities for social listening. 

6. Content Creation

What’s the difference between a virtual assistant content writer and an SEO virtual assistant content writer? While we recommend all content writers learn the basics of SEO, there are a few differences. 

A normal content creator has more flexibility and freedom when writing. They don’t have to worry about ranking signals or keywords. They can use whatever formatting they want. It’s really up to the writer’s preference as to what direction a piece goes.

An SEO writer, on the other hand, needs to write articles that appeal to readers and search engines. They have the goal of driving traffic to websites. It’s not as easy as it sounds. Plus, they do all this while also offering valuable information. This information, mind you, has to meet the search intent of audiences. They can’t just put in whatever they believe is valuable. The topics and subtopics are often based on the target audience. SEO writers must know and answer users’ questions. Then, they have to know about keyword placement. Plus, they must weave keywords into their writing naturally and creatively.

7. Content Optimization

A Mailchimp virtual assistant working on a laptop and phone.

This is a step up from content creation. You need to do more than just keyword insertion that goes into creating SERP-friendly content. Take internal linking for example. This is the practice of directing one page of content to another relevant content within a website. You’re probably familiar with the highlighted “Read More” buttons on blog posts that direct you to additional content you may be interested in. Content optimization also involves including images or videos to supplement text content. Your SEO VA can also write attractive title tags and meta descriptions. This is the text you see on a regular Google search result. 

8. Local SEO

SEO is basically about ranking on the global search engine results pages. Local SEO is more about ranking in local results. This is the process of optimizing your site to perform better on searches related to specific locations. For example, grocery stores in California, movie theaters near me, restaurants open now, etc. As you may have noticed, these searches don’t have to include the specific names of places. Local results come up based on what was implied in the search. 

Your local SEO virtual assistant can help with your online visibility. They work to draw more attention to your physical store. Some of these methods include:

  • Creating content with localized language
  • Claiming and setting up your Google Business Profile so you show up as a listing with Google Maps
  • Inputting business information on your Business Profile and other online local business directories

9. SEO Reporting

SEO reporting is the process of arranging data collected by SEO tools and putting it in a visual format. These reports show how your SEO efforts have affected the performance of your site. This data reveals how people interact with your website. These metrics include conversion rates, user engagement, clickthrough rate, organic traffic, etc. SEO reports are essential for planning and implementing future marketing tactics. 

10. SEO Tools Management

A graphic design virtual assistant working at his computer.

There are a lot of processes that go into SEO. To do all of these manually would not only be incredibly difficult, but also extremely inefficient. Thankfully, virtual assistant SEO tools exist to optimize and streamline the process. In exchange for convenience, your SEO VA needs to be familiar with some of these tools (depending which task you’re hiring for specifically). 

These include:

  • Keyword research tools like Semrush and Jaaxy
  • Metric measurements tools like Google Analytics and Bing Webmasters Tools
  • Campaign monitoring tools like Ahrefs and Google Analytics
  • SEO reporting tools like SE Ranking and Databox
  • Google Search Console, SEMRush, and other SEO audit tools

11. Using a SEO Virtual Assistant for Website Analytics

Website analytics and SEO go hand in hand. Search engine algorithms do take website performance metrics into account when ranking sites on their results pages. These include bounce rates, how long they stay on pages, scroll depth, and Core Web Vitals. Your virtual SEO assistant can keep track of these metrics and analyze them. They can offer actionable insights to improve these numbers which will, in turn, contribute to your SEO efforts. 

12. SEO Strategy Development

A woman working on a laptop and thinking.

This SEO task requires a little bit more experience and expertise in the field. As such these virtual assistants are likely to be on the more pricey end of things in exchange for excellent results. They use SEO reporting, analytics, and the data gathered through campaign monitoring. Then, in combination with industry-specific knowledge and what they know of SEO best practices they come up with several plans. 

These SEO strategies can help optimize several aspects of your business’s SEO operations. This can be related to content creation, on-page and off-page optimizations, keyword bidding, keyword targeting, link building, and more. 

13. SEO Performance Monitoring

If you’re familiar with SEO campaigns, you’ll know that they require a close and watchful eye. Whether it’s monitoring keywords, keyword bidding, A/B testing web pages, or tracking KPIs, there are a lot of moving parts. Managing a campaign and a business simultaneously to equal degrees of success is implausible. That’s where hiring an SEO virtual assistant comes into play. They can view real-time data on your behalf with the help of SEO campaign monitoring tools. 

14. Use a SEO Virtual Assistant to Stay Updated with SEO Trends

Google changes its algorithms constantly. The SEO landscape is dynamic and ever-evolving. There is no guarantee that the methods you’ve used for the past years are going to get you to the top or keep you there.

As a business owner, you need someone to stay on top of these updates. You need an SEO expert who can communicate the changes. Not only that but they can also help you come up with an action plan to adjust quickly and potentially get ahead of the competition. 

Looking for a more outsourced SEO solution? Check out TrioSEO. They’re a full service SEO agency that will put together an SEO strategy for you, publish SEO content monthly, and drive more traffic and leads to your website.

What Is Outsource School?

outsource school

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 

Final Thoughts on Hiring a SEO Virtual Assistant

As you can see, virtual assistant SEO services are a valuable asset to any online business looking to gain more organic traffic to their site. If you have an online presence, you should seriously consider learning more about the impact of SEO in the current digital marketing age. 

If you want to learn more about outsourcing and SEO, why not check out “5 Steps to Outsource SEO to a Marketing Assistant”.

 

Categories
Virtual Assistants

How Much to Pay Filipino Virtual Assistants in 2023

Philippines virtual assistant cost

Looking to hire a Filipino VA but aren’t sure about Philippines virtual assistant cost ranges? 

Well, look no further because we’re here to answer your questions and help you make an educated decision.

 

In this article, we will be covering:  

  • Why Hire Filipino Virtual Assistants?
  • What are the Types of Virtual Assistants?
  • Factors Influencing Virtual Assistant Rates in 2023
  • What Are the Average Hourly Rates for Filipino Virtual Assistants in 2023?
  • Additional Factors Affecting Virtual Assistant Compensation
  • What Are the Best Virtual Assistant Websites to Hire From?

 

Why Hire Filipino Virtual Assistants?

The Philippines is one of the most popular countries for outsourcing. The founders of Outsource School, Connor, and Nathan, can attest to the effectiveness of a Filipino VAs. They have hired multiple Filipino VAs for Outsource School and other businesses since their college days. But what is it about them that has earned them such a stellar worldwide reputation? Does this reputation affect the cost of a virtual assistant in the Philippines? 

 

In our “Should You Hire a Virtual Assistant in the Philippines?” article, we listed 8 reasons why Filipinos are great hires. These reasons are:

  • The Philippines is an English-speaking country. This makes communication much easier.
  • Because of the people’s English proficiency, the Philippines is one of the top countries for BPO outsourcing. This industry is one of the fastest growing in the country.
  • Filipinos can adapt to most cultures because of a lot of outside influences over the years. This is particularly true of US culture. American media, specifically, has a significant impact on current Filipino ideas about lifestyle and business. 
  • The Philippines is known for its hospitality. This stems from its people-focused culture. They value building relationships and collaborating to reach goals. This makes them valuable assets to any business.
  • Filipinos are adaptable and flexible. They are always willing to learn new skills. Most can and are willing to adapt to time zone differences. 
  • Filipinos are known to be hard workers. They deliver quality output regardless of circumstances. 
  • If you’re looking for someone who fits your business model of “family values”, hiring from a family-oriented country like the Philippines will get you the best results. 
  • Filipinos have developed resiliency and optimism due to their difficult history and proneness to natural disasters. This is evident in their attitude towards work. 

 

What are the Types of Virtual Assistants?

 

Follower

You can consider a follower to be a beginner or entry-level VA. These followers are trainees who need a lot of guidance. They don’t usually have enough experience to take initiative on their own. Your relationship with them is going to be that of a teacher in some respects, and they are your apprentice. With followers, you will need to teach them about whatever process you use that they must follow. This is an advantage because you will not have to get them to unlearn stuff.

Doer

A doer is more of a specialist. They are the types of workers that have a degree of in-depth knowledge. They can be left alone after some guidance on the specifics of how you want things done. Then they can go on to perform the work without a lot of supervision. Your culture and guidelines work together with their process and expertise. The relationship you have with a doer is one of collaboration.

Expert

Expert-level VAs are highly skilled. They likely have years of experience in their field. These types of VAs are usually brought on to help businesses create processes that do not yet exist. They help with areas of strategy and planning where the business owner needs help. They are consultants in the areas of their expertise. Experts show you the best methods to complete tasks and reach your goals. The relationship you have with experts is kind of a mix of follower and doer. The difference is that you take on the role of the learner and collaborate with the doer, drawing from their expertise. The processes they create with you are those that you relay to followers and doers to achieve your goals. 

Factors Influencing Virtual Assistant Rates in 2023

Philippines virtual assistant cost

Philippines virtual assistant cost ranges are affected by several factors, which we will go into a little bit below.

1. Skillset and experience level

Certain skillsets will usually command different rates. For instance, a data entry virtual assistant will very likely have averages and ranges that differ than those of a graphic design virtual assistant or a dropshipping VA. 

Specialized skills and expertise

Basic VA skills are usually entry-level type skills. This is regardless of the field in which they work. They are usually skills related to basic administrative duties. However, the greater their level of mastery in that area, the more valuable their skills are. Additionally, VAs with a valuable yet niche sets of skills will fetch higher rates. Usually, the more technical knowledge they need to possess to be effective at the job, the higher the charge is for those services. For example, the lower end of the copywriter rate range is less than the lower end rates when hiring a content writer that specializes in SEO. But even basic sets of skills have a range depending on experience, which relates to efficiency.

Years of experience in the industry

While experience doesn’t necessarily determine skill level or talent, it is still a valuable factor that is worth considering. For instance, a VA with 3 years of experience has probably worked with multiple companies and teams with varying company cultures and team dynamics. This means they are more likely to have an easier time adapting to your culture and team. They also have had years to create and improve their processes to become more efficient with their time. 

Another bearing that experience has on Philippines virtual assistant costs is accurate rate calculation. They will more likely be able to give you an accurate and fair estimate after working with multiple companies and getting a better grasp of the value that they bring to the table. 

2. Job responsibilities and scope of work

How extensive of a job is it? How much do you need to get done?

A virtual assistant has many skills. You’re unlikely to find a VA with only one single set of skills. However, an employer that asks for work beyond the originally agreed-upon scope is far too common. This is why it’s necessary to lay out the duties and responsibilities plainly so your VA can calculate the rate they will charge. Naturally, the more you require of them, the more you need to pay them. 

3. Demand and supply dynamics

Sometimes, rate ranges for the same skillsets can vary depending on how in-demand they are. For instance, imagine there is a flood of data entry VAs available on the market. This will usually mean that they will not be successful charging more. This is because they will be facing a lot of competition, which drives the prices down. This will cause them to lower their rates to find work.

To make sure you are still hiring the best in this type of environment, look for VAs who have more experience or unique skills. And remember that the best ones will not usually drop their rates by much because they know their value.

4. Time commitment and work arrangement

Full-time vs. part-time virtual assistants

Freelancers typically work on multiple projects to help ends meet.  Because of the lack of job security, part-time freelancers will usually have higher rate requirements than full-time freelancers. This helps them to cover hours that you don’t need them to work. 

You may, however, need someone to work with you more exclusively. In this case, you will need to pay for that commitment. You will not pay as much per hour as you would for a part-time hire, of course. You still need to pay competitively, though. This is because you are expecting them to be dedicated to you. This means that they are giving up potentially more profitable jobs.

Project-based or hourly rates

Some freelancers charge a fixed rate or give project-based quotes. These depend on the scope or depth of the project. Others charge the standard hourly rate. Sometimes, project pricing is more economical. This is because freelancers benefit from efficiency and clients know how much to pay. 

What Are the Average Hourly Rates for Filipino Virtual Assistants in 2023?

 

Follower

VirtualStaff.ph is a platform that hires Filipino freelancers. They then allow businesses to connect with them through thousands of daily job posts. When it comes to the cost of hiring a Filipino VA, they have valuable data to share. According to their data, the entry-level cost of a virtual assistant in the Philippines falls between $2 to $5/hr.

Doer

Specialization pertains to a very broad spectrum of jobs and duties. Because of this, an exact calculation here is a little bit more difficult to ascertain. Some specialists charge $5 an hour. Others charge $25. The rate depends on what they are specialized in. It can also change depending on how specialized they are in that area. So, we believe that if you are looking for niche skill sets, don’t look at generalized VA averages. Instead, we recommend knowing what skills you are looking for. Then you can look at the average costs of VAs within that specialization.

Expert

Expert-level Philippines virtual assistant cost ranges can go from $30 upwards. Again, the factors previously discussed affect this. The amount of guidance your business needs also affects rate ranges.

Additional Factors Affecting Virtual Assistant Compensation

Philippines virtual assistant cost

Other factors that affect Philippines virtual assistant costs are retainer plans or packages that some VAs charge.  

Retainers involve hours that are billed before work begins. The employer dictates what is done during those hours. These retainers also have a pre-determined expiration dates. This means that these hours must be consumed within a set timeframe. Retainers are agreements based on time and not necessarily expertise. 

Packages are not time-sensitive and are based on expertise. These deals are project-based and are usually half upfront and half after the project has been completed. You can pay the whole thing upfront before seeing results if you trust the VA, though.

What Are the Best Virtual Assistant Websites to Hire From?

Aside from VirtualStaff.ph, there are other great Filipino virtual assistant companies to hire from. These include: 

What Is Outsource School?

outsource school

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 

Conclusion

Now you know the factors that affect how much a Philippines virtual assistant costs, you’re ready to start canvassing and finding the perfect fit for your remote team. 

 

Categories
Virtual Assistants

17 Real Estate Virtual Assistant Tasks to Hire For

 

Real estate virtual assistant tasks are some of the easiest to hire for, if you know what you’re doing. Most real estate businesses need help with a variety of tasks. The problem is, they don’t exactly know what a VA can do and how to find the right one.

We’ve compiled a list of real estate virtual assistant tasks to get you started. These tasks may be things that are keeping you busy all day. They could also be things you didn’t even know you needed help for until now. Whatever the case, you’re going to love this list!

Let’s take a closer look at each one of these tasks to help you decide how a virtual assistant can be the support you need.

 

1. Lead Generation

Lead generation is the process of capturing the attention of potential customers to increase your product or service sales. The goal of lead generation is to convert these potential consumers into paying customers. Your virtual assistant can help you attract leads and even help you nurture them on their journey to conversion. A VA can help you with marketing in areas such as SEO (search engine optimization), content marketing, social media marketing, landing pages, referrals, and other ads. 

2. Data Entry

A person working on phone and laptop because of the advantages of outsourcing.

This is the most basic of the real estate virtual assistant tasks. Data entry typically involves the compilation and updating of information (customer data, contact information, etc.). This also includes transferring information from one medium to another (manual to digital) or from one app or software to another. Data entry specialists also typically cross-reference data from multiple sources to ensure accuracy. They are also responsible for creating multiple backups in case data gets lost, corrupted, or accidentally deleted.

3. Database Management

A well-maintained real estate database is crucial to the smooth running and success of a real estate business. This database includes information about homeowners, tenant or lease data, creditor information, type of asset, locations, size, etc. You also need to maintain a record of all transactions which can also be updated by your bookkeeping VA. This data must be updated regularly and must be readily accessible.  

4. Email and Calendar Management

A calendar with dates highlighted.

You can outsource some inbox management virtual assistant tasks to your real estate VA. These tasks can range from organizing, filtering, and labeling emails to deleting junk mail and archiving old conversations. Because your VA is already handling your email, they can take note of any upcoming client or team meetings or tours, communicate them to you, and schedule them on your calendar.

5. Social Media Management

The majority of the world’s population is online and using some kind of social media. Whether it’s on sites like Facebook and Instagram or video content-driven platforms like YouTube or TikTok, you need to advertise. Otherwise, you are missing out on a “lead” gold mine. Your virtual real estate assistant can help you create content for these sites. Whether it’s graphic design, video creation, copywriting, or editing., they can help. Your VA can also help with your engagement by interacting with your followers by liking comments, replying, or answering private messages. 

6. Listing Management

real estate virtual assistant

Think about all that goes into maintaining housing listings for real estate. You need to create a listing that includes the following:

  • Price of the house/property
  • Address
  • Descriptions that include the history of the property, the neighborhood, the history of renovations, the number of previous owners, unique features, etc., 
  • Photos of the property
  • Open house schedules

A virtual assistant can not only help you create these listings but also update them as they change. 

7. Market Research

Real estate virtual assistant tasks like market research are crucial to understanding the mind of your consumers. This type of research involves figuring out certain patterns and behaviors that are common to that group of people, such as:

  • What consumers in the area are more likely to look for.
  • The current trends in real estate and buyer tastes.
  • What questions house owners commonly ask.
  • The things that typically turn consumers off about a particular property. Or, what immediately hurts a potential bid on a house.
  • The marketing tactics and methods that are most effective.
  • What you can optimize in your listings and emphasize in your tours to paint your houses and properties in the best light.

8. Comparative Market Analysis (CMA)

real estate virtual assistant

Comparative market analysis is the estimation of the value of a property based on how much similar properties in the area have recently sold for. A virtual assistant in real estate must know how to conduct research on comparable properties in that vicinity. To buyers, it shows that your property is fairly priced. However, this is different from a formal appraisal, where a qualified professional makes an unbiased estimate of the value of a house. 

9. Showing Coordination

Multiple people might want to take house tours at the same time. Your VA can organize these showings so that clients are happy but their times do not clash. 

10. Client Communication

Whether via email or other channels, your VA can take client calls or answer client messages. They can follow up with clients who have scheduled meetings or house tours. If clients have more complicated questions that your VA cannot answer, they can mark these messages down and forward them to someone more qualified and knowledgeable. 

11. Document Preparation

real estate virtual assistant

A house is a pretty big investment, and with it comes more than a few documents that need to be readied. Your virtual assistant can help clients with these documents and help check that everything is complete. 

12. Transaction Coordination

They will help make arrangements on how to pay for the property. Whether that’s putting a downpayment, directing them to payment options, or otherwise. This also includes making sure these clients get their receipts.

13. Virtual Tours and Video Editing

real estate virtual assistant

Not everyone has the option to visit a house in person. With all that has happened in the world at the beginning of this decade, virtual house tours have risen in popularity. These tours allow people to see the inside of a house without actually being inside physically. This can be done through a live stream or through stitching multiple pictures together through software. The latter is more common and allows anyone to view the house at any time. You can hire a virtual assistant to help you create and edit these virtual tours. 

14. Bookkeeping and Expense Tracking

Bookkeeping is necessary for any business, big or small, in any industry. You need to keep track of expenses, bills, payroll, taxes, and other essential monthly bookkeeping duties. Doing this yourself might be possible if you are just starting. However, this becomes less sustainable in the long run. It can get tedious and time-consuming. Spending hours on expense tracking and other tasks takes away time from you selling houses or fostering partnerships with housing developers. By hiring a bookkeeping VA, you can free up your time while having the peace of mind of knowing your books are in good hands. 

15. Website Maintenance

real estate virtual assistant

The housing market is volatile. This means that your website needs to be dynamic. A website whose information is wrong or out of date can turn customers away from doing business with you. That’s why it’s important to have someone constantly working on your site. 

Maintenance can include:

  • Updating listings
  • Adding new FAQs
  • Updating contact info 
  • Creating new web pages
  • Writing blog posts 
  • Editing existing content about current and new properties

16. Email Marketing

We’ve already concluded that a virtual assistant in real estate knows how to do marketing. Email marketing is no exception. Email is an effective lead generation and nurturing strategy used to grow your customer list. It can bring attention to houses or properties that may have otherwise flown under their radar. Email can also be used to retarget consumers who looked at houses previously but didn’t make the decision to buy. Your VA can create newsletters, create and edit campaigns, segment customers based on certain buyer characteristics, etc. 

17. Customer Service

An essential skill in the list of real estate virtual assistant tasks is handling customer relationships. This includes answering questions that they may have about listings through email or live chat. Your VA can also direct them to your website’s Frequently Asked Questions. You can also inform them of other contact methods if they have any further questions down the line. 

What Is Outsource School?

outsource school

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 

Conclusion

And that’s our list of real estate virtual assistant tasks! We hope you find the virtual assistant that is perfect for your needs and can take some of the load off your shoulders.