Tasks You Can Outsource

Thank you for considering Offshore Virtual Assistants (OVA). This form will help you recognise a variety of tasks you could potentially outsource to your Virtual Assistant.

OVA also have an in-house team to support your Virtual Assistant and undertake specialist tasks that are outside the skill level of your assistant (this is quoted separately and on an "as needed" basis).

We are keen to offer our clients solutions that can save them time and expand their current in-house skill set - to fill in the gaps to provide a complete solution.

All information about the tasks provided in this form will not be shared with any other party without your express consent.
Client Information
Client Name*
Company Name
Email*
Phone Number*
Phone Number
Referred By
Name the person who referred you
Kindly indicate the tasks you would like your Virtual Assistant to perform. Bear in mind that a single person cannot possibly perform all of the activities listed to a high skill level. Virtual Assistants are just human beings that specialise in certain activities but can be trained in other areas. Please take time to answer to the best of your knowledge, indicating the essential activities so that we can align with the skill levels of the recruits.
TRAVEL MANAGEMENT TASKS

	High Priority	Medium Priority	Low Priority
Booking Flights: Researching and comparing flight options. Booking and confirming flights based on Managing changes or cancellations as required.
Accommodation Booking: Researching hotels and other accommodations. Making reservations based on client preferences and budget. Managing bookings, modifications, and cancellations.
Itinerary Planning: Creating detailed travel itineraries. Including information on flights, accommodations, and activities. Ensuring the itinerary aligns with the client's preferences and schedule.
Expense Management: Recording and tracking all travel-related expenses. Reconciling receipts and preparing expense reports. Providing regular updates on budget status.
Visa and Documentation Assistance: Researching visa requirements for the destination. Assisting with the visa application process. Ensuring all necessary travel documents are in order.
Ground Transportation: Coordinating airport transfers. Arranging car rentals or other transportation services. Providing information on local public transportation options.
Travel Insurance: Researching and recommending suitable travel insurance options. Assisting with the purchase and documentation of travel insurance.
Communication and Coordination: Acting as a point of contact between clients and travel service providers. Confirming reservations and updating clients on any changes. Ensuring seamless communication throughout the travel process.
Emergency Support: Providing emergency contact information to clients. Assisting with any unforeseen issues or emergencies during travel.
Post-Travel Follow-up: Collecting feedback from clients about their travel experience. Compiling a post-travel report for future reference. Addressing any outstanding matters post-travel.
Database Management: Maintaining accurate records in tramada. Updating client profiles and preferences. Ensuring all data is secure and up-to-date.
Customer Service: Responding to client inquiries promptly. Resolving any issues or concerns during the travel process. Providing exceptional customer service to enhance client satisfaction.

TRAVEL ADVISORS TASKS

	High Priority	Medium Priority	Low Priority
Reservation Management - data entry
Manage Changes and Cancellations
Liaising with customers
Checking Due Dates
Delivering Price Quotes
Exception Reporting
Sending Reminders
Financial - Supplier Payments
Customer Payments / Deposits
General Ledger
Turnover / Yield Reports

ITINERARY REPORTS
What Itinerary reporting system do you use?

AXUSOther

	High Priority	Medium Priority	Low Priority
Data entry - Hotel Confirmations
Cruise Confirmations
Add Car Hire
Add Private Guides
Add Train bookings
Add Restaurant Reminders
Creating branded itinerary reports
Sendi reports to Clients

Airline Reservations / Car / Hotel

	High Priority	Medium Priority	Low Priority
Update Airline Reservations/ Car/Hotel

Other Airline Booking & Itinerary System you use
AmadeusTravelportGalileoSabreVirtual Travel Office (VTO)TravefyOther
GENERAL ADMINISTRATION

	High Priority	Medium Priority	Low Priority
Set up Project Management software
Schedule meetings
Prepare meeting minutes
Transcribe from audio messages
Diary and email management
Birthday reminders
Call Customer for post sale feedback
Ask for Testimonial
Sending Birthday / Christmas cards
Report creation
Preparation of Training materials
Database Management (CRM)
Data Mining/ Lead Generation
Research Tasks
Documenting Processes and Systems
Forms and Document Creation

RECEPTIONIST TASKS

	High Priority	Medium Priority	Low Priority
Filtering emails and managing spam
Updating calendars/ scheduling events
Attaching Files + Copying people in your email
Setting Up Email Signature
Answering Phone Calls
Appointment Scheduling
Sending greeting cards/ thank you cards
Travel Arrangements and Planning
Reminder services

FILE ADMINISTRATION AND STORAGE

	High Priority	Medium Priority	Low Priority
File management -dropbox, one drive, Google drive
Set up Intranet Site- Sharepoint / Google Site
Document processes ad procedures

SOCIAL MEDIA

	High Priority	Medium Priority	Low Priority
Create social media strategy (advanced role)
Social Media Audit
Optimising Social media pages
Create Content calendar
Creating social media campaigns
Creating / managing Social Media sites
- posting Linkedin business and Personal page
- Posting Facebook
- Scheduling Tweets/ tracking mentions
- Updating Pinterest
- Updating Instagram
- Uploading videos to YouTube
- Transcription of video and audio files
- Reporting on competitors activities
- Moderating social media accounts
- Scheduling social media posts ie Hootsuite
- Social Media page enquiries Management
- Social Media Analytics Report
- Using Paid Ads in social media
- Google Ads

EMAIL MARKETING MANAGEMENT

	High Priority	Medium Priority	Low Priority
Set up /Adding contacts on CRM
Set up CRM automated campaign flows
Creating email lists
Creating Email Newsletters
Creating images ( CANVA)
Researching content
Writing content for Email Newsletters
Creating Email templates

ACCOUNTING / BOOKKEEPING

	High Priority	Medium Priority	Low Priority
Creating/ sending client Invoices
Chasing Debtors
Basic online bookkeeping
Bank Reconciliations
Debtors/ Creditors Reconciliations
Data Entry

NEXT STEPS:

After we have reviewed the responses to Serviced Office VA Questionnaire, we will contact you to discuss.
Kindly provide us other job requirements/tasks and qualities the candidate must have
Should be Empty:

TRAVEL MANAGEMENT TASKS

TRAVEL ADVISORS TASKS

ITINERARY REPORTS

Airline Reservations / Car / Hotel

Other Airline Booking & Itinerary System you use

GENERAL ADMINISTRATION

RECEPTIONIST TASKS

FILE ADMINISTRATION AND STORAGE

SOCIAL MEDIA

EMAIL MARKETING MANAGEMENT

ACCOUNTING / BOOKKEEPING