Growth-minded contractors often fall into a trap: They scale their businesses so successfully they can’t keep up with demand. They end up spending their time answering phones, following up on estimates, scheduling jobs, filing insurance claims, and chasing down payments – not driving strategy or enjoying the fruits of their hard work.
Some contractors think the solution is to outsource work to a call center – only to find that this “solution” creates more work and exacerbates bottlenecks. Call centers are good at lead capture, but not much else. They answer the phone and take messages, but the onus is still on the business owner or their skilled salespeople to follow up on quotes, book jobs, and ensure payments are made on time.
Others think the solution is to add in-house staff – only to find that the overhead costs and the time-intensive nature of training and managing them aren’t worth the hassle or added expense. Further, onboarding new employees can be a risky bet if demand is still in flux and happens to fall.
Luckily, a clear, cost-effective solution exists: A virtual assistant service for contractors.
If you’re a contractor in need of robust administrative support, here’s what you need to know about virtual assistants (VAs).
Contractor Virtual Assistants: The Basics
VAs are professionals who are embedded in your team. They own the entire admin seat and support jobs through their entire lifecycles – from first calls to final payments. VAs answer phones quickly, rehash old leads, and follow up with potential customers. After capturing leads, VAs create and send quotes and book and schedule jobs. They keep in contact with customers to ensure their satisfaction and assist with permitting and inspections. The result? You win more jobs and get more referrals from happy customers.
Unlike a call center, a VA’s work doesn’t stop once they’ve answered the phone. In addition to front-office support, they offer back-office outsourcing services that ensure you get paid more quickly. They follow up with customers after invoices have been sent and with insurance companies after claims have been filed. They also assist with job costing, reporting, and basic bookkeeping.
Unlike an in-house hire, VAs’ services can be flexed up or down as needed, so you can respond to fluctuations in demand without unnecessary overhead. As an added benefit, most VAs are professionals with contractor-industry training, so they can answer common questions prospects and clients ask. This builds trust and adds a level of professionalism to your business.
What Happens After You Onboard a Virtual Assistant
By supporting jobs from beginning to end, VAs remove administrative burdens from your plate. By doing so, they help you reclaim your time and scale your business. When you hire a VA, you will:
- Get trained support instantly and stop the hiring cycle
- Stop working in your business and start working on it
- Reduce your overhead and increase quality
- Get the money you earned in your pocket more quickly
- Streamline operations
- Increase top-line revenue growth
How to Choose the Right Virtual Assistant for Your Contracting Business
Selecting the right VA for your organization seems intimidating, but it doesn’t need to be.
Look for an organization that takes time to learn about your needs before assigning you a VA (or VAs). They should ask questions about where you need the most support and help identify gaps in your process that their VAs could help fill. Then, based on that information, they should match you with the best assistant(s) for your organization. Any assistant they match you with should be able to demonstrate a solid understanding of your business and processes.
The right partner will work with you to get your VA(s) up to speed and provide a dedicated account manager who proactively monitors your assistant(s) performance. If the fit doesn’t feel quite right, they will replace them with a new team member who will help you get the results you expect.