Introduction
Merryoaks Property Finance, a dynamic and fast-paced startup, required a versatile and efficient virtual assistant to manage essential office tasks. As the company operates in a high-tempo environment, the role was critical in ensuring smooth daily operations. I was engaged by Saam Lowni to provide comprehensive virtual assistant services that encompassed both urgent and regular tasks, contributing to the overall productivity of the team.
Objectives
- Ensure timely and accurate booking of meetings and client invoicing.
- Maintain seamless communication with clients and internal stakeholders.
- Manage various administrative tasks to support the smooth running of the company.
- Create instructional content to facilitate future onboarding and training.
Key Responsibilities
- Urgent Tasks:
- Calendar Management: Booking calendar invites for meetings to ensure all appointments and deadlines were met without conflicts.
- Client Invoicing: Promptly invoicing clients, ensuring all financial transactions were documented and followed up efficiently.
- Client Communication: Sending terms of business to clients and ensuring all documents were completed and signed.
- Application Processing: Filling out application forms with precision and attention to detail.
- Regular Tasks:
- Bookkeeping: Keeping financial records organized and up-to-date, providing a clear financial overview at any given time.
- Travel and Event Arrangements: Booking train tickets, hotel rooms, and tickets for events, and organizing the events calendar to ensure all travel plans were seamless.
- Client Relations: Sending gifts to clients to maintain strong, positive relationships.
- Database Management: Uploading and organizing contacts in the company database, ensuring easy access and retrieval of information.
- Time Tracking: Monitoring time trackers to optimize productivity and ensure tasks were completed within the allocated timeframes.
- Content Creation: Creating training videos and designing business documents in PDF format with a professional company design to standardize procedures and improve efficiency.
Communication and Accessibility
Given the high-tempo environment at Merryoaks Property Finance, effective communication was vital. I was accessible via WhatsApp and email daily, and occasionally by phone or video call, ensuring that all tasks were completed promptly and any issues were resolved quickly.
Results and Impact
- Increased Efficiency: The timely completion of urgent tasks allowed the team to focus on core business functions without being bogged down by administrative duties.
- Enhanced Client Relations: Regular communication and the sending of personalized gifts helped in strengthening client relationships.
- Streamlined Processes: The creation of training videos and standardized business documents contributed to a more efficient onboarding process and improved overall workflow.
Conclusion
The virtual assistant services provided to Merryoaks Property Finance significantly contributed to the company’s operational efficiency and client satisfaction. By handling a wide range of tasks with precision and reliability, I helped ensure that the team could maintain their focus on driving the business forward in a competitive market.
