28 Ways to use The Resource Space Virtual Assistant Services


Category: Blog

At times you can be so busy doing what you do best that you simply want to avoid simple admin and bookkeeping tasks, as much as possible.

We understand that these tasks, as simple as they may sound, can take away so much productive time from you. You are probably thinking should I hire? But then you really don’t want to go through payroll hassles and human resource issues – that becomes another truckload of risk, to say the least.

At THE RESOURCE SPACE (TRS), we have structured our virtual assistant services to help you take care of all simple admin and bookkeeping tasks. Here are 28 unique ways you can use our services:

  1. Online Bill Payment Service:  The Resource Space (TRS) VA sets up an online bill payment service with payment authorization for you, prepares payments and enters them into accounting software that you can also view from your own computer. Thereafter, VA notifies you how much money to deposit into account and pays bills, or mails them back to you for your signature and mailing.
  2. Bill Payment Reminder: Perhaps you prefer to pay your own bills, but need reminders to pay in a timely manner.  The Resource Space VA reminds you by e-mail or telephone when due dates arrive.
  3. Tracking of your accounts payable and receivable:  As bills are being paid, The Resource Space (TRS) VA enters or downloads transactions into accounting software, reconciles bank statements, enters credit card transactions, prepares invoices, makes and/or enters deposits, and prepares end of month reports.
  4. Invoicing your clients: You email The Resource Space (TRS) VA with the amount to be billed to each client, TRS VA then goes ahead to prepare and mail invoices.
  5. Association Annual dues renewal:  The Resource Space VA prepares invoices, mails them according to schedule, and follows up to ensure deposits are made directly into the association’s account. All transactions are recorded in accounting software and sent to association via e-mail or kept on the web for association to view.
  6. Notices for past due account receivables: The Resource Space VA mails past due notices and follows up via telephone to collect.
  7. Preparing your monthly bank reconciliation: You prefer to pay your own bills but need your monthly bank reconciliation, you mail or scan and email The Resource Space VA copy of your check register and bank statement. TRS VA enters data into accounting software and reconciles accounts, then emails you accounting reports or you view on secure sites on the web.
  8. Managing Contact Database: You scan and email The Resource Space (TRS) VA copies of business cards you’ve gathered during the course of the month. TRS VA enters information into a contact database, uses mail merge to produce follow-up letters and either uses signature font to sign your name, or mails them to you to sign, and sends out letters on your behalf.
  9. Managing New Prospect Leads: You e-mail new prospects to The Resource Space VA, who enters them into the contact database and uses personalized mail merge to send introductory letters. TRS VA monitors marketing follow-up programs, sending pre-determined marketing pieces every two weeks. Each week data is sent to you via e-mail or logged in a web database so you have a record of transactions. Prospects respond directly to you.
  10. Managing Clients Policy Renewals: You email your clients’ new policy information to The Resource Space VA, who enters information into a database and sends it to you via an email attachment. TRS VA prepares and mails standard confirmation letters to policy owners, tracking annual expiration date of policy and, on due date, sends reminder email to you.
  11. Prospects Verification: You want to send a direct mail broadcast and need to verify your prospects, some of whom have missing contact information. You email your prospect list to VA, who telephones each name, verifies spelling, title and address, obtains missing information, makes corrections, and returns the list to you via e-mail attachment.
  12. Designing and Preparing Newsletters: You want to publish a quarterly newsletter. You provide content to The Resource Space VA or VA helps with articles. TRS VA designs and prepares newsletter, prepares labels, and mails or e-mails to your mailing list using an electronic newsletter program.
  13. Managing Email Database: You send out e-newsletter or e-mail announcements and some bounce due to incorrect subscription requests or other email failures. You forward related messages to VA, who correctly processes requests to subscribe, unsubscribe or delete bounced messages. VA manages email databases, adding subscriptions, deleting those wanting to unsubscribe, and posting announcements to list.
  14. Online Event Management: You’d like to run a teleseminar or webinar.  The Resource Space VA sets up seminars, coordinates speakers, and does a technical run-through with you or other presenters. During the event, TRS VA monitors the seminar and troubleshoots any issues that may come up during the event. TRS VA records and arranges to share your teleseminar instructed.
  15. Venue Hiring: You need a venue for your next conference, seminar or event. The Resource Space VA researches venues and contacts to determine availability, size, and specifics. TRS VA obtains written quotes, compiles a comparison, and reports findings to you.
  16. Onsite Event Coordination: The Resource Space VA keeps in touch with speakers and sends out announcements about the event, keeping track of who has and hasn’t responded and sending out reminders. TRS VA arranges for someone to be there to greet and register your attendees. TRS VA confirms that the necessary equipment (projectors, screens, recorders, refreshments, amenities) will be available at the event. During the event, TRS VA stays in touch with you and the venue staff to make sure all is going smoothly.
  17. Preparing Presentation Slides: You need a PowerPoint presentation for a seminar. You scan or email sketches of diagrams and charts to The Resource Space VA, who prepares the PowerPoint slides and sends the document back via e-mail or arranges for someone to show the slideshow at your event.
  18. Preparing Your Resume: You want to make a career change. The Resource Space VA prepares or updates a resume and cover letter for you, researches job openings, and submits resumes to potential employers, tailoring each to particular employer. After an interview, TRS VA promptly mails out thank-you follow-up letter to potential employer.
  19. General Email Management: You can’t keep up with your volume of e-mail and are missing important messages. The Resource Space VA sets up general e-mail account such as info@mycompany.com, retrieves email, sorts, responds to routine requests, and forwards items of importance to your personal e-mail account.
  20. E-mail Management During Vacations: You’re going on vacation and don’t want to miss important messages. VA downloads your e-mail, or you forward your email to VA. VA notifies individuals that you’re out of office, contacting you with urgent messages.
  21. Setting Up Email Auto- Responder: You want a way to automatically respond to standard requests to your website. The Resource Space VA creates an auto responder, monitoring and establishing database of who, and how many, are requesting information.
  22. Routine Secretarial Task: You have routine paperwork to be filled out on a daily basis (e.g., sales calls and appointments). You call The Resource Space (TRS) VA with information; TRS VA fills out form and e-mails it to you.
  23. Purchasing and Supply Procurement: You need to purchase new software, office equipment, or specialized product. The Resource Space VA researches makes, models and versions. TRS VA calls several vendors, obtains pricing information, ascertains that product meets your requirements, and reports findings to you. TRS VA then purchases item on your behalf. If the item requires on-site setup, VA makes those arrangements as well as confirming with dates/times and travel information.
  24. Marketing Support: The Resource Space VA helps you implement a marketing plan, submitting ads by deadline, tracking expiration dates, coordinating payment, and handling correspondence with advertising vendors, continually updating advertising report and/or advertising budget report for your review.
  25. Graphic Design for Your Sales brochures: You mail or telephone The Resource Space VA necessary information required for the concept or TRS VA develops a concept, designs and sends three (3) different designs for your choice.
  26. Developing Your Press Releases: You want to promote your business in the press. The Resource Space VA writes and submit press releases to local, national, and/or international media.
  27. Mailing Sales Brochures: You issue a variety of sales brochures. The Resource Space VA mails appropriate brochure upon receipt of request, updating your database with name, address, date and type of brochure requested.
  28. Customer Satisfaction Survey: You want to monitor customer satisfaction. The Resource Space VA creates customer feedback questionnaire, mails to customers, receives completed questionnaire, summarizes responses and issues you a report.


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