THE VIRTUAL OFFICE | SERVICES
Virtual Office/Administration provides professional administrative and office support services via distance on-line management, telephone service, or on a personal face-to-face arrangement at your convenience.
The Virtual Administrator is highly proficient in the Microsoft Office Suite of applications with a minimum of 21 years’ experience in business administration and adult education.
The business is equipped with essential technology and software and can provide a range of services from general typing/wordprocessing through to preparation and development of complex documents and forms.
See a range of, Services / jobs...
All work is undertaken by an experienced operator, in an efficient professional manner.
No job of work/project is considered too small, all assignments are given a position of priority according to timeframe, however your Virtual Administrator may need to multitask on occasion to meet an urgent deadline.
All documents and their content are treated with the utmost professional confidentiality, while providing accuracy and attention to detail.
There are no associated contracts to be signed for the work undertaken. Virtual Office assistants/administrators are not connected to any one business or individual as with an office employee or Temp.
All potential work is given a firm or estimated 'quote', according to individual assignments. On occasion, a job of work may be more complex than initially estimated and will require a mutual re-consideration of time & cost prior to completion. This will be reflected on your final invoice.
A Business (Tax) Invoice will be provided upon completion of work.
Payment Method: Payment of agreed contracted work will be accepted in Cash, or Electronic Funds Transfer (EFT), and must be finalised on completion and/or collection of assignment/project.
Payment within seven (7) days:- for registered business only, by mutual agreement.(*conditions apply).
Payment with Business or Bank Cheque:- by pre-arranged agreement (*conditions apply).
See further details in..., Events subject to Conditions
Who can use the Virtual Office?
Your Virtual Administrator can be engaged by any individual or any type of business or group - Australia wide.
A small business, sole trader; tradesperson or handyman; corporate organisation etc. Any business without the budget to recruit an employee or Temp, or without the office space to take on more staff for indefinite periods can benefit from Virtual Office support.
Individual persons such as students, teachers; doctors, speakers, professionals; homemakers or local community & sports groups and such others, can use Virtual Office support for any type of administrative task.
In either situations, the job type, assignments or project to be done, can be contracted to suit your needs. Your requirement may be an ongoing regular weekly or monthly file update; an 'occasional' wordprocessing task; or a once only, 'unlikely to need again' request.
Whatever the requirement, the Virtual Administrator is always available. You pay only for what you need!
What kind of services or jobs can I have processed?
Your Virtual Administrator can provide assistance with all types of documents or 'job of work' which you would like or need to have processed.
All articles can be submitted and/or delivered to your Virtual Office in a variety of ways and formats.
All items processed can be customised, contextualised, and/or completely re-written, developed to suit the current need.
Commonly processed articles | jobs of work, include:
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Handwritten works/assignments in original hard copy
Scanned documents currently on your computer and sent through by email
Documents which have been scanned or available in PDF - for editing
Spoken word on tape (audio) - transcribed and typed to text format
Images, photos or logos - for editing
Images/photos/logos - for inclusion with text or tables
Existing documents in Word or Excel format currently stored on computer - for editing/revision (via email)
Existing documents for editing/revision - stored on CD, USB, or portable HDD
PowerPoint presentations - for revision or development
Journals, diaries, or thesis - for typing & formatting
Resumé/CV or Professional Matrix - for revision or creation
Timetables, spreadsheets, or lists - for editing, completion, or re-design
Database files (any size) - for updating
Development of mail merge/master letters and labels from a list or address book
Medical journals/notes or reports - for staight typing
Educational & Training manuals - for review, update, or re-design
Course notes and handouts prepared from original/desired content
Policies and Procedures manuals - for customisation
Assessment tools/tasks/reports - developed or updated for compliance
Minutes of meetings for transcription
Flyers, adverts, newsletters, menus, gift certificates - updated/re-designed or developed
Invitations, place cards, gift cards, thankyou notes etc.. designed / revised..
Business forms – to your style/design or layout
The scanning of documents to PDF or JPG for permanent storage
Scanning or scanning documents to OCR for editing and/or conversion to word format
Printing and collating documents . . .
Printing documents and Binding to book form..
And much more . . .
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See more information on virtual admin services: Common Assignments
You will find a list of Visual Links with samples (mostly in PDF) to various types/styles of documents, manuals, policies & procedures, forms etc, available for viewing from the 'Impressions' menu tab. See Sample Documents | Projects | Links
If I have a job/project to be done, how do I get started?
Firstly, you need to consider your project's requirements. Making an informal list of your needs will help you when its time to discuss your project with the Virtual Administrator, for example:
Is your project a small, large, or complex one?
Is this a one-off task or do you anticipate it to be an ongoing project?
Do you have a timeframe, is it urgent?
Is it to be created from new or does the information or article currently exist?
In what format do you currently have your proposed project / assignment materials (written text / hard copy, in PDF, on disk, computer file, etc.)
How do you want it stored or presented when completed? (soft copy or printed version)
How many copies will you need? etc,.
After deciding on your project requirements, you can initially contact your Virtual Office Administrator, either by:
Email: services@wordimpressions.com.au - giving an outline of your requirements
Mobile phone call: 0415 928 375 – leaving a brief message with return details
A short text message: stating 'virtual office services' together with contact details (email or telephone)
A fax message: (02) 9676 8479 – giving a brief outline of requirements and providing at least two options for your VOA to be able to get in contact with you
Your Virtual Office Administrator will return your call or email to discuss your needs and provide you with a quote. Sometimes a firm quote cannot be given immediately if the project shows some complexity; in this case the VOA will need to assess the task at hand and give an agreed estimate.
If a decision has been made to give your project to Word Impressions, your Virtual Administrator will discuss the options for delivery.
See, How do I get my jobs to...
Is there a set cost or hourly rate for each job/project?
The fee or rate quoted is dependent on the individual project. Several factors are taken into consideration such as the size and type of work; whether it is a simpler task, such as typing, scanning, copying; or if there is more complexity involved in its design and production. It could involve a per page cost or a per hour rate.
One such example may involve wordprocessing a set number of original handwritten copies and incorporating images you have provided, proofreading & editing, and apply specific formatting functions for presentation. Quotes from $20 - $28 per/hr.
Your Virtual Office administrator will give a fair assessment of the proposed job of work. A log of hours/time taken to complete the job of work will be kept and noted on the final Tax Invoice.
Do I need to give advance notice for a job/project? And how much notice do I need to give?
Advance notice is not generally required. Your Virtual Office administrator is available to work for the most part 18 hours each day, seven (7) days per week, and will discuss with you your expected timeframe for the completion of your project.
If your job/project is urgent, you will be advised whether it can be undertaken immediately, as much depends on current workload. All assignments are considered important and treated with fairness whilst being given a position of priority according to any contracts in progress.
How do I get my jobs to the Virtual Office?
After discussing your job requirements you can then submit and/or deliver to your Virtual Office in any of the following ways:
Use what you feel the most comfortable with.
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Send through ordinary mail, larger articles should be registered
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Australia post – via 'Word Impressions' Post Office Box address, average 2 days in transit.
see Contact
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Through a courier service to business address
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Usually same day or overnight service - discuss 'dropoff' location with your VOA
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Deliver in person to the business address
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Discuss 'dropoff' location with your VOA service provider
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Forward by your email service
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office@wordimpressions.com.au
keep individual file sizes to a minimum for faster delivery
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Submit documents or projects through 'Dropbox'
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Usually immediate, depends on your internet speed - good for larger articles. Discuss this option with your VOA.
Dropbox is free on your computer electronic devices and relatively easy to manage.
dropbox@wordimpressions.com.au
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Use Express Post or Registered mail
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Generally arrives the next day - registered mail may be delivered to a physical address or the closest Post Office and the article requires a signature.
Express Post can deliver to PO Box.
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How can I be certain my original articles will be safe from damage or loss while in transit?
Your Virtual Admininstrator will be happy to discuss your concerns on the safety and security of your articles.
Word Impressions asks that you consider how you will deal with any precious or fragile originals, and suggests you not send precious articles by ordinary post as your VOA cannot take responsibility for the postal service. Consider using registered mail or a reputable courier service.
A few suggestions for your peace of mind include:
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Arrange to make digital or clear photocopies of precious articles and send only the copies to your VOA & keep the originals.
Digitally Scan originals to submit by electronic means ie., Email or Dropbox.
Deliver in person if it is possible. (Your VOA can make copies for you)
Send by 'registered' (reputable) courier mail to the VOA's physical location.
make a Copy of all electronic files/documents & images to a preferred storage medium such as: CD, USB or portable HDD, and arrange to send the VOA.
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Keeping an additional Copy of all electronic files/documents & images to a preferred storage medium, will enable their easy retrieval - should your articles go astray or become corrupted.
How does Virtual Office return my completed project/s or assignment/s?
When your project / job of work is completed, your VOA will discuss any previously agreed arrangements for preferred collection, delivery options and payment requirements.
If a regular return mail is required, the minimal 'Postage' cost will be included in your invoice. However the postal, registered mail or courier delivery of larger articles will incur the additional cost as per services provided. You will be advised where possible, in advance.
Please discuss your, or any special preferences with the the Virtual Administrator
Examples of delivery costs and/or options:
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Ordinary mail, according to weight & thickness
weight cost = $??.00 per gram
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Small env.(DL) 250g, 130 x 240mm, 5mm thick = 0.70c
Large env.(B5) 500g, 260 x 360mm, 20mm thick = $3.50
Larger env. eg, C4 size & heavier weight are considered small parcels
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Courier service to business or home address
cost depends on courier, distance & service required
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Courier cost = $??.00 per 5kg or 10kg satchels
requires signature on delivery
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Returned by your email service, either as text documents or PDF
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Provide your preferred return email address
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Return documents or projects through 'Dropbox', via a Client-VOA shared folder
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Usually immediate, depends on your internet speed - good for larger articles.
Dropbox is free on your computer electronic devices and relatively easy to manage.
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Return by Express Post or Registered mail to your preferred home, business or post box address
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Express Post Satchels: weight/size - 500gram parcel = $10-$12 approx.
Article may require signature on delivery/collection.
Other Aust. Post options include padded bags and boxes etc..
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Pick-up from original 'dropoff' point - discuss with Virtual Administrator
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The VOA's business address/venue as discussed.
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The Virtual Office Administrator - Outbound help!
Word Impressions' Virtual Administrator may be available for short term contracts within your organisation or small business office - distance and location permitting (conditions apply).
Sometimes a business has need of in-house help for a few hours, or the odd fill-in day when special projects or end of month tasks need to be completed 'on-site'. Employing a Temp is sometimes not a practical option, and family members aren't always available, or are unwilling to commit.
You might even need to learn how to use that new software, or can't quite get your head around a specific task or function and realy need some one-on-one support.
Don’t be afraid to ask for help. As a qualified Educator it might just be a service your Virtual Administrator could help you resolve!
See more on virtual office admin services: Common Assignments
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