Running a growing trades business can be a juggling act. You're fully booked, your team is busy, and suddenly, admin tasks start piling up.
That’s where a Virtual Assistant (VA)—or, more accurately, your Virtual Office Manager—comes in. We’re not just here to book appointments; we’re here to manage the entire back end of your business so you can focus on getting the job done. But when is the right time to engage a Virtual Office Manager? Sooner than you think.
What is a Virtual Assistant?
At its core, a Virtual Assistant provides remote support, handling tasks like admin, customer service, and scheduling. But at Virtual Coastie, we take it a step further. We specialise in trades businesses, acting as your Virtual Office Manager. Think of us as your right-hand person, managing everything from invoicing and payroll to job scheduling and client communication—all without taking up physical space in your office.
You have unique needs as a trades business, and you need an expert in tools like Fergus Job Management and Xero Accounting to keep your operations running like clockwork.
Why Your Business Needs More Than a VA:
You Need a Virtual Office Manager
Hiring a VA is great, but what you really need is a Virtual Office Manager—someone who doesn't just complete tasks but manages the workflow, streamlines your processes, and thinks strategically about your business. From job scheduling and keeping cash flow healthy to making sure nothing slips through the cracks, we handle it all.
Admin Tasks: Answering emails, following up on quotes, invoicing, and payment claims.
Job Management: Scheduling jobs, coordinating your team, and ensuring everything is tracked and accounted for.
Client Communication: Acting as a first point of contact for customers, ensuring they get timely responses and professional service.
Financial Management: We assist with invoicing, reconciling, and making sure you’re paid on time.
Do I Need to Also Have a Bookkeeper?
A common question we get is, “Do I need a separate bookkeeper if I have a Virtual Office Manager?” With Virtual Coastie, the answer is often no! We’re not just here for the basics; our team is skilled in advanced financial tasks too. Alongside handling invoicing, reconciliations, and payment follow-ups, we can also manage GST returns, cash flow reporting, and asset registers.
We bridge the gap between your day-to-day financial needs and more complex bookkeeping tasks, working closely with your accountant to ensure end-of-year financials are handled smoothly. For many clients, this all-in-one approach streamlines operations and provides peace of mind that everything is in order—without needing multiple service providers.
When’s the Best Time to Engage a Virtual Office Manager?
The earlier, the better! But how do you know you’re ready for one? Here are some key signs it’s time to bring a Virtual Office Manager into your business:
You Have 1 Full-Time Tradesperson and You’re Fully Booked: If you're running from job to job, with no time to handle your admin, you need someone to take that off your plate. When you’re stretched between managing your team, keeping customers happy, and staying on top of invoicing, it’s time to get help.
You’re Hitting $50,000 Per Month in Revenue: At this point, you’re dealing with bigger jobs, more clients, and higher expectations. With this level of income, admin can easily get overwhelming, and a missed invoice or scheduling error could cost you big. A Virtual Office Manager will help you handle this growing workload smoothly and keep everything organised.
Why Engaging Early Makes a Difference
Bringing on a Virtual Office Manager early in your growth sets you up for long-term success. You’ll avoid the growing pains that come with trying to juggle everything yourself and minimise the risk of burning out. We’ll establish systems that keep your business running smoothly, allowing you to focus on your trade and scale confidently.
Free Up Your Time: By offloading time-consuming admin tasks, you’ll have more time to focus on the jobs that bring in revenue.
Improve Cash Flow: With better systems in place for invoicing and follow-ups, you’ll get paid faster and reduce the risk of delays.
Scale with Confidence: Having a Virtual Office Manager in place allows you to grow your team and your business without worrying that admin will get out of control.
What You Can Expect
When you work with Virtual Coastie, you’re not just ticking off admin tasks—you’re gaining a trusted partner. We understand the unique demands of running a trades business and bring a deep knowledge of tools like Fergus Job Management and Xero Accounting, ensuring everything flows smoothly from the job site to the back office.
Our team handles the details, from invoicing and client communication to advanced bookkeeping, so you can focus on what you love about your trade. With Virtual Coastie, you’ll feel at ease, secure in knowing every aspect of your admin is in expert hands. We’re here to support your growth, keep you connected to your business, and help you thrive.
Your Next Step to Less Admin and More Growth
Running a trade business is no small feat, and balancing admin with on-site work can be overwhelming. Imagine having more time to focus on what you love, knowing every detail is managed by a team that understands the trades. Whether you’re an electrician or plumber managing a busy team, working solo, or simply feeling stretched, Virtual Coastie is here to keep everything running smoothly and help you grow with confidence.
Curious about how we can lighten your load? Book a free discovery call today, and let’s chat!
