Secretarial and Telephone Services

You need to confirm weekly sales appointments.  You fax your list to the Remote Clerical Professional, who calls the appointments, notes who are confirmed and who must be rescheduled, and faxes the list back to you.

You need directions to a prospect’s office. The Remote Clerical Professional calls, gets directions, and emails them to you.

You have routine paperwork to be filled out on a daily basis (e.g., sales call re-caps).  You call the Remote Clerical Professional with the information, who fills out the form and faxes it to you.

You have stacks of random paper documents on your desk that you can't figure out how to organize. You mail them in a big envelope to the Remote Clerical Professional, who breaks them down into labeled manila folders, creates a master list, and sends them back for you to place in your file cabinet, category list in front.

You want to make sure you have a backup of your computer or a special file. You mail or e-mail it to the Remote Clerical Professional for safekeeping.  In the event of a disaster, your files are located off premises.

You travel frequently.  The Remote Clerical Professional coordinates your air travel, car rental and hotel reservations.

You’re going on vacation, or are frequently out of the office, but need to stay in touch with important business calls and not leave the phone unattended.  When you’re unable to check your voice mail on a regular basis, you use call forwarding feature to transfer calls to the Remote Clerical Professional, or record on your voice mail that callers with urgent messages may contact your assistant. The Remote Clerical Professional answers calls, responds to routine requests, and contacts you with urgent messages. Or you check your voice mail yourself and answer some calls personally while assigning others to the Remote Clerical Professional.  Or you obtain a separate phone line in the Remote Clerical Professional’s office so that a live human voice will answer with your company’s name.

Database Management & Data Processing

You fax your Remote Clerical Professional copies of business cards you’ve gathered at a presentation or during the course of the month. Your Remote Clerical Professional enters the information into a contact database, uses mail merge to produce a follow-up letter and either scans your signature, uses a signature font to sign your name, or mails them to you to sign, and sends out the letters.

You email new prospect leads to your Remote Clerical Professional, who enters them into a contact database and uses a personalized mail merge to send an introductory letter.  Your Remote Clerical Professional monitors the marketing follow-up program, sending a pre-determined marketing piece every two weeks.  Each week the data is sent to you via email so you have a record of the transactions.  The prospect responds directly to you.

You fax your clients’ new policy information to your Remote Clerical Professional, who enters the information into a database and sends it to you via an email attachment.  Your Remote Clerical Professional then prepares and mails a standard confirmation letter to the policy owner, tracking the annual expiration date of the policy and, on the due date, sends a reminder email to you.

You want to send a direct mailing or fax broadcast and need to verify your prospects, some of which have missing fax numbers.  You send your prospect list to your Remote Clerical Professional via and email attachment.  Your Remote Clerical Professional telephones each name, verifies spelling, title and address, obtains missing fax numbers, makes corrections, and returns the list to you via an email attachment.

You need to change database software. Your Remote Clerical Professional converts the data and walks you through installing and learning how to use the new software.

Word Processing

You take notes at meetings and need them typed.  You mail or fax the notes to your Remote Clerical Professional, who types them and mails, faxes, or emails them back.

You need to send a series of letters. You fax handwritten drafts or dictate over the phone to your Remote Clerical Professional, who types the letters, faxes or emails them to you for approval, prints them on your stationery, and mails them.

You need a manual typed.  You mail a compilation of old documents with handwritten corrections to your Remote Clerical Professional , who consolidates them, types them up and emails, or sends a diskette or CD, to you.

Research

You sell business success tools and seminars. Your Remote Clerical Professional researches a target industry, prepares a list of companies, calls to identify a contact individual, then prepares and mails introductory material.  After a specified time, your Remote Clerical Professional calls to verify information has been received and to schedule a sales call.

You need a hotel conference room for a seminar. Your Remote Clerical Professional contacts several hotels in the area to find availability of the date, size, and specifics of the seminar, obtaining written quotes from the hotels that can accommodate the request, compiling a comparison and reporting the findings to you.

You need CDs duplicated. Your Remote Clerical Professional calls several vendors and obtains written quotes. Upon approval, your Remote Clerical Professional sends the original CD to the vendor, designs and prints labels, receives the completed order, attaches the labels and sends the package you.

You’re interested who your competition are and what they’re doing.  Your Remote Clerical Professional does a search online and compiles a list of the appropriate websites for you to look at.

You’re considering adding to your advertising.  Your Remote Clerical Professional  contacts possible advertising resources from the Internet, magazines, periodicals, newspapers, etc. and acquires information on pricing, publishing dates, publishing deadlines, payment policies, etc.  Information is compiled into a report for you to review.

Mail & Email Services

You want to fully utilize your email software program (e.g., filters, auto-reply, signatures). Your Remote Clerical Professional walks you through how to set this up and teaches you how to use it. 

You travel frequently, usually returning to a stack of mail, sometimes missing important correspondence.  You have your mail forwarded to a post office box near your Remote Clerical Professional, who retrieves and reviews the mail, faxes or overnights to your hotel urgent items, responds to routine matters, and forwards items to your office that can wait for your return.  To save on postage costs, some items may be scanned and delivered via email attachment.         

You need fulfillment services for books, tapes or other materials.  As orders come in, you email or fax your Remote Clerical Professional with the information, or your Remote Clerical Professional  collects the information from your website, then prepares packages and mails.     

You can’t keep up with your volume of email and are missing important messages.  Your Remote Clerical Professional  sets up a general email account for you, such as info@mycompany.com, then retrieves email, sorts, responds to routine requests, and forwards items of importance to you at your personal email account (myname@mycompany.com).   

You’re going on vacation and don't want to miss important messages.  Your Remote Clerical Professional downloads your email, or you forward your email to your Remote Clerical Professional.  Your Remote Clerical Professional notifies individuals that you’re out of the office, contacting you with urgent messages. 

You want a way to automatically respond to standard requests to your website.  Your Remote Clerical Professional creates an auto responder, monitoring and establishing a database of who, and how many, are requesting information.

Marketing Support

Your Remote Clerical Professional helps you implement a marketing plan, submitting ads by deadline, tracking expiration dates, coordinating payment, and handling correspondence with advertising vendors, continually updating the advertising report and/or advertising budget report for your review.

You issue a variety of sales brochures.  You (or your Remote Clerical Professional) mail postcards using your Remote Clerical Professional's contact info as the return address and fax number.  Your Remote Clerical Professional mails the appropriate brochure upon receipt of request, updating your database with name, address, date and type of brochure requested.

You want to monitor customer satisfaction.  Your Remote Clerical Professional creates a customer feedback questionnaire, mails to customers, receives the completed questionnaire, summarizes the responses and issues you a report.

Purchasing & Supply Procurement

Your Remote Clerical Professional sets up an online account on your behalf with your suppliers.  Your Remote Clerical Professional works with you or your accountant to set up lines of credit with vendors and monitors keeping the credit information current and accurate.

On a pre-specified basis, your Remote Clerical Professional faxes you a list of office supplies that you use on a regular basis.  You check off what is needed and fax back to your Remote Clerical Professional, who re-orders the supplies and has them delivered directly you.

You need to purchase new software, office equipment, or a specialized product.  Your Remote Clerical Professional researches makes, models and versions, using both the Internet and inquiries to business networking groups.  Your Remote Clerical Professional calls several vendors, obtains pricing information, ascertains that the product meets your requirements, and reports the findings to you.  Your Remote Clerical Professional then purchases the item on your behalf.  If the item requires on-site setup, your Remote Clerical Professional makes those arrangements as well as confirming with dates/times and travel information.

Personnel & Human Resources

You’re looking to hire an employee.  Your Remote Clerical Professional writes a help-wanted advertisement, places the ad, receives and reviews the resumes, conducts the initial phone interview, narrows the selection to three individuals, and schedules an interview with you.

You fax employment applications to your Remote Clerical Professional, who verifies past employment, calls the references, and reports the findings to you.

When a new employee is due to arrive, your Remote Clerical Professional prepares and sends a welcome package.

You need a reminder to provide annual performance reviews for your employee(s).  Your Remote Clerical Professional tracks the dates and sends you a reminder.

You need assistance with payroll requirements.  Your Remote Clerical Professional verifies that all payroll requirements have been met, appropriate taxes paid and forms filed.

You want to make a career change.  Your Remote Clerical Professional prepares or updates a resume and cover letter for you, researches job openings, and submits resumes to potential employers, tailoring each to the particular employer.  After an interview, your Remote Clerical Professional promptly mails out a thank-you follow-up letter to the potential employer.

Real Estate Support 

You have a motivated seller and want to emphasize that you're organized, professional, and committed to their needs. Your Remote Clerical Professional prepares a pre-listing/pre-sale package, including your resume of past sales; client testimonials; advice about pricing, selling time and staging; and other important questions to think about. You send your Remote Clerical Professional the seller's contact info and your Remote Clerical Professional prints and sends the package.  This can both give you an advantage for listing appointments and decrease the length of appointments.

You spend too much time scheduling showings and reporting to clients, with many phone calls back and forth. Your Remote Clerical Professional keeps in touch with clients and does your scheduling for you, using a calendar you can both access online with the touch of a button.

You need a flyer designed for your newest listing. You e-mail your Remote Clerical Professional room descriptions and photos. Skilled in programs such as Publisher and Real Estate Assistant, your Remote Clerical Professional enhances the photos and writes the text to romance the listing. Your Remote Clerical Professional then e-mails the flyer to your list of buyers and interested agents.

You send your Remote Clerical Professional new listings, changes to current listings, price reductions, etc.  Your Remote Clerical Professional enters them into the MLS and your potential clients are e-mailed about the updates.

You hope clients find your website—and keep coming back.  Your Remote Clerical Professional  knowledge-able about Search Engine Optimization gets you well positioned within search engines, makes updates on a regular basis to keep your website from getting “stale,” and checks regularly for broken links.

You need an edge over other real estate professionals who don’t yet provide virtual tours of their properties.  Your Remote Clerical Professional arranges panoramic visual tours of your homes for sale or creates a dynamic Web commercial using your still photos.

You’d like to show an attractive listing presentation to your potential clients.  Your Remote Clerical Professional skilled in using multimedia software creates a presentation that you can show from your computer and creates a CD you can leave with your clients. 

You want to thank those who have referred you clients and make sure your name stays at the top of their minds. Your Remote Clerical Professional creates attractive thank-you notes and birthday cards and sends them out on your behalf.  Your Remote Clerical Professional  also helps you choose and send custom closing gifts