Julie Doke Virtual Assistant


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Contact me for quality service. dokeservices@live.com

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Julie Doke Virtual Assistant

  1. 1. VIRTUAL ASSISTANT A Collaborative Relationship
  2. 2. <ul><li>The Virtual Assistant industry is nothing if not diverse. Most of all, perhaps, it’s simply a way </li></ul><ul><li>of running your business smarter. Rather than </li></ul><ul><li>hiring employees or temporary agencies you form relationships with service providers. Chances are once if you take a leap of faith you’ll decide it’s the ideal business model for you and wonder why it took so long to find the ideal business tool. </li></ul>
  3. 3. <ul><li>What is a Virtual Assistant? </li></ul><ul><li>Our Virtual Assistant definition encompasses the spirit our profession was originally founded upon, and reinforces to anyone reading it, whether that's a new Virtual Assistant or prospective client, who we are, what we do and what our qualifications are. </li></ul><ul><li>Virtual Assistants who use our definition tell the business world they belong to an elite class of Virtual Assistants with the highest of professional qualifications and standards. </li></ul><ul><li>  Virtual Assistant Definition </li></ul><ul><li>A Virtual Assistant (or VA) is a business owner who specializes in providing ongoing administrative support by working with clients in continuous, collaborative relationship. Like other service providers, Virtual Assistants operate remotely from their own offices and utilize today's technology to deliver their services and communicate with clients. A Virtual Assistant's support is administrative in nature. Virtual Assistants sometimes offer additional, separate specialties that fall under creative and technical services. Virtual Assistants come from a variety of business backgrounds, but the single-most important qualification to become a Virtual Assistant is at least five (5) years administrative experience earned in the real (non-virtual) business world working in upper level capacities such as administrative assistant, executive assistant, secretary, legal assistant, paralegal, legal secretary, real estate assistant, office manager, etc. From this level of experience, a VA is expected to possess the skill sets, training and business knowledge which are the hallmark of a truly qualified Virtual Assistant </li></ul><ul><li>Source: </li></ul><ul><li>. Virtual Assistant Definition from the Virtual Assistance Chamber of Commerce </li></ul>
  4. 4. To understand the consequential value of a virtual assistant we analyze the words to reveal that… <ul><li>Virtual is just another way of implying that something is… </li></ul><ul><li>Essential… </li></ul><ul><li>Effective… </li></ul><ul><li>Practical… </li></ul><ul><li>Fundamental </li></ul><ul><li>Assistant is just another way of implying that someone is a… </li></ul><ul><li>Helper… </li></ul><ul><li>Aide… </li></ul><ul><li>Consultant… </li></ul><ul><li>Collaborator </li></ul>
  5. 5. Effective Collaborator Fundamental Aide Practical Helper Essential Consultant Virtual Assistant
  6. 6. Administrative Data Entry Correspondence Organize Appointments Word Processing Draft Documents Customer Retention Maintain Logs
  7. 7. Administrative Services <ul><li>Production forms, employee questionnaires </li></ul><ul><li>Data entry and email monitoring </li></ul><ul><li>Edit correspondence, contracts, leases and loan documents </li></ul><ul><li>Coordinate management routine </li></ul><ul><li>Maintain entertainment, travel and maintenance logs </li></ul><ul><li>Invoice and post payments in computer </li></ul><ul><li>Accounts payable and receivable </li></ul><ul><li>Organize and track internal/external files </li></ul><ul><li>Execute background checks </li></ul>
  8. 8. Marketing Presentations Business Cards Flyers Promotional Design Advertising Layout Photo Layouts
  9. 9. Marketing <ul><li>PowerPoint presentations </li></ul><ul><li>Business cards </li></ul><ul><li>Brochures </li></ul><ul><li>Flyers designed </li></ul><ul><li>Promotional designs </li></ul><ul><li>Customer retention and lead tracking </li></ul><ul><li>Edit and upload photos layouts </li></ul><ul><li>Advertisement and catalogs photos </li></ul><ul><li>Mail outs sent printed on labels or hand written </li></ul>
  10. 10. Project Management Research Vendor Liaison Analyze Event Planner Employee Manual Business Plan
  11. 11. Project Management <ul><li>Plan agenda </li></ul><ul><li>Delegate responsibilities for corporate events </li></ul><ul><li>Purchase gifts for clients and employees </li></ul><ul><li>Research and investigate facts, analyze information and prepare written reports </li></ul><ul><li>Vendor liaison of services and supplies </li></ul><ul><li>Develop budgets </li></ul><ul><li>Draft business plans </li></ul><ul><li>Company policy and employee manuals </li></ul>
  12. 12. Examples of Applied Services <ul><li>Accountants – correspondence, preparing reports </li></ul><ul><li>Architects – email monitoring, project management </li></ul><ul><li>Attorneys – document preparation, research </li></ul><ul><li>Caterers – menus, invitations, organizing events </li></ul><ul><li>Car Sales Center – marketing, customer appreciation </li></ul><ul><li>Garden centers – customer databases, mailings </li></ul><ul><li>Home builders & Skilled Trade Businesses – bookkeeping, specialized forms, vendor liaison of services and supplies </li></ul><ul><li>Insurance – data entry, customer leads </li></ul><ul><li>Property Owners & Managers –tenant relations, applications, references, advertisements </li></ul><ul><li>Mortgage companies – document preparation, client relations </li></ul><ul><li>Real estate agents – lead cultivation, property photos; flyers </li></ul><ul><li>Title Company – research, data processing </li></ul>
  13. 13. Successful S trategy Critical Project Meet Deadline Satisfied Client No Relief Staff Hire Virtual Assistant
  14. 14. This may be your wake up call Do you … <ul><li>...spend an excessive amount of time on routine tasks that are necessary but not revenue generating </li></ul><ul><li>...have a company that's growing but is not yet large enough to justify hiring staff or additional staff. </li></ul><ul><li>...need help a few hours a week but do not have the physical space for another work area. </li></ul><ul><li>...have administrative needs only at certain times of the week, month, quarter, or year. </li></ul><ul><li>… committed to a special project that requires expertise beyond your staff's qualifications or available working time. </li></ul><ul><li>If you can relate to any of these and are not using a virtual assistant you are putting your company at an financial disadvantage </li></ul>
  15. 15. Your Company Benefits <ul><li>Expand customer base </li></ul><ul><li>Dedicate your time to your business </li></ul><ul><li>Gain new business </li></ul><ul><li>Increase your profits </li></ul><ul><li>Grow your marketing campaign </li></ul><ul><li>Foster improved customer relations </li></ul><ul><li>Provide personalized follow up </li></ul><ul><li>Amplify productivity </li></ul><ul><li>Exceed goals and enjoy success </li></ul><ul><li>Have a personal life again </li></ul>
  16. 16. Why Use a Virtual Assistant <ul><li>No vacation or sick day pay </li></ul><ul><li>You only pay for time on task </li></ul><ul><li>Handles your seasonal projects </li></ul><ul><li>No need to buy office equipment </li></ul><ul><li>No computer training </li></ul><ul><li>Convenient when your staff is overloaded </li></ul><ul><li>No additional office space is needed </li></ul><ul><li>No health benefits to pay </li></ul><ul><li>No employee taxes </li></ul><ul><li>No workman's comp. insurance </li></ul>
  17. 17. Cost Comparison Difference = $60,160.00 per year By hiring a Virtual Assistant... You SAVE over $60,000.00 per year! Although the Virtual Assistant's hourly rate is more than the employee's rate in the first place, you save the cost of benefits and overhead that would have to be applied to the new employee's wage. And, because Virtual Assistant's are usually more experienced, more efficient, and better connected than the employee, you'll need to devote far less time to the project to get the same results, only 480 hours a year versus 2,080 for the new employee. **Remember, with a Virtual Assistant, you only pay for the time on task by the minute! No more paying for socializing, hour long lunches or frequent trips to the washroom. Your employee's 8 hour day can be crunched into 3-4 hours with a Virtual Assistant. Simply put, you should contract with a Virtual Assistant because it's more cost-effective and Virtual Assistants go above and beyond the normal assistant's duties to impact your own productivity. No task is too big or small for a Virtual Assistant to handle. Even if you only have 1 hour of work a month for a Virtual Assistant to do, a VA can (and will) do it. Source: Virtual Assistant Networking Association Cost Comparison The Largest Global Meeting Place Online for Aspiring and Successful Virtual Assistants   $16,800.00 $76,960.00 TOTAL Annual Labor Cost 480 hrs. 2,080 hrs. *Hours Per Year $35.00 $37.00 Total Effective Rate of Pay (Office Space, Equipment & Office Supply expense, UI Insurance, Worker's Compensation, Overtime Pay, Administration Costs) None $10.00 Overhead Rate @ 50% (Health/Dental/Life Insurance, Retirement Plans) None 7 Fringe Benefits @ 35% $35.00 $20.00 Hourly Rate of Pay Employee Virtual Assistant Full-time COST COMPARISON
  18. 18. Fees <ul><li>Base fee $25.00 per hour based on availability </li></ul><ul><li>Rush job $50.00 per hour (24-48 hr ea notice/turn around) </li></ul><ul><li>Retainer $115.00 five hours/ to be used in one month </li></ul><ul><li>$230.00 ten hours/ to be used in one month </li></ul><ul><li>$325.00 fifteen hours/ to be used in one month </li></ul><ul><li>Additional hours on retainer billed at base fee. Clients with retainer agreements receive priority scheduling if you anticipate a repeated or continuous need for services with pressing deadlines, using a retainer is recommended. Current projects take priority over prospective jobs. </li></ul><ul><li>Payment Methods Accepted: cash, money order, pay pal, </li></ul><ul><li>local check only. </li></ul>
  19. 19. General Information <ul><li>We require all our clients to sign a Work Agreement before any work is done. This agreement simply lays out the terms of service and states that the work is being done on a contract basis and not as an employee. </li></ul><ul><li>Non-Disclosure Agreement are available per clients request. </li></ul><ul><li>Invoices will be submitted by land mail, e-mail, or fax by the clients choosing. $30 fee applies to all returned checks. Past due accounts are subject to late fees and/or halt on work. </li></ul><ul><li>Hours are billed in 15 minute increments using a bookkeeping timer </li></ul><ul><li>New clients may be required to submit up to a 50% downpayment before work begins </li></ul><ul><li>Rates are subject to change. Written notice will be provided to clients. </li></ul><ul><li>Expenses are added to the hourly rate on the invoice. Expenses are purchases and items made on the client's behalf such as stationary, postage, travel and long distance charges </li></ul>
  20. 20. Personal Resume <ul><li>Office Skills – Coordinate management routine. Responsible for accounts payable & receivable, collections & general reports. Enter maintenance logs, invoices and post payments in computer. Execute background & credit checks. Draft contracts, leases and loan documents. Plan agenda and delegate responsibilities for corporate events. Vendor liaison of services & supplies. </li></ul><ul><li>Customer Service Skills / Market Research - </li></ul><ul><li> Proven effectiveness in responding and solving customer grievances/objections. Attain, qualify and close appointments. Observant of consumer buying trends, preparation and placement of advertising. </li></ul><ul><li>Computer Skills – Proficient: Microsoft Word, Excel, Power Point, Access, Outlook Express, Windows XP, Vista, System Suite, Quick Books Pro & Microsoft Works. </li></ul><ul><li>Familiar: Quicken, Adobe Photoshop, Front Page, PageMaker & Yardi Property Management. </li></ul><ul><li>Business Management - Jefferson State Community College - Deans List 1999 </li></ul><ul><li>Courses included: Public speaking, business management, accounting, law and communication </li></ul><ul><li>. </li></ul><ul><li>Data Entry – Rutledge College </li></ul><ul><li>Courses included typing, data entry and keypunch. </li></ul><ul><li>2002-2008 - One Call Maintenance ,LLC </li></ul><ul><li>Title: Office Manager </li></ul><ul><li>Accomplishments/Duties: Enhanced internal communications with task & log sheets. Preformed computer based accounting, online industry research & designed advertising. Handled customer relations – researched leads to produce sales; provided follow-ups & procured referrals. Scheduled service calls and negotiated contracts with subcontractors. </li></ul><ul><li>1999-2002 - Birmingham Investment Realty </li></ul><ul><li>Title: Administrative Assistant Accomplishments/Duties: Collected payments, made deposits and reconciled bank statements for ten commercial properties. Mediated tenant relations, company representative for out of state/town clients. Handled accounts payable/receivable. Managed bookkeeping– tracked and corrected pre-existing errors in property management program to produce accurate P/L reports for property owners. Negotiated vendor and contractor pricing to maximize use of company funds. </li></ul><ul><li>1995-1999 Various part time positions prior to and while attending college including retails sales & customer service, bank operations and payroll/clerical position. </li></ul><ul><li> Customer Service Award – Office Depot </li></ul>
  21. 21. Contact Information <ul><li>Julie Doke </li></ul><ul><li>Phone (205) 401-9398 </li></ul><ul><li>Fax (205) 681-5332 </li></ul><ul><li>Email [email_address] </li></ul><ul><li>Website www.wa4u.com/assistant4me </li></ul>