Organisation

Office Management: organization under control

What does office management actually mean? Essentially, it refers to the threads that hold everything in the company together. The overview of the whole, the helping hand, the talent for organization.

Which tasks do office management activities include?

In general, all office-related tasks belong to a virtual assistant's portfolio. Which tasks count among them in detail depends above all on the size of the company. Office management activities cover many areas that are considered time-intensive and involve daily effort.

Just think of the nice lady who accompanied you to the conference room during a visit to a large company. Or the courteous staff member at the bank who has their superior's plans perfectly in mind and can give you an appointment spontaneously. Office management activities cover many areas that are considered time-intensive and involve daily effort. In most cases, the scope is as follows:

• Coordinating and scheduling appointments
• Correspondence with customers, service providers, partners or internally
• Preparing meetings or small conferences
• Writing minutes (Transkription)
• Creating presentations
• Planning and booking business trips
• Looking after customers
• Supporting other departments

The field of tasks is varied and thus fluctuates depending on a company's size and workload. Our virtual assistants support you in all areas. Whether by phone or by email - support for your customers and employees is available at all times.

Which skills are required for these activities?

Due to the high workload, organizational and planning talent must be present in order to ensure that deadlines are met. Reliability and independence are essential so that no additional burden arises. A structured way of working and daily handling of the phone and the email system are prerequisites for successful work.

Our virtual assistants bring these skills and corresponding experience, thus offering you professional support for the tasks you face.

Get in touch with us, together we'll look at which topics can be taken on.

Pre-accounting for total clarity

All payments, bookings and receipts come together in the accounting and are sorted, processed and archived accordingly. A major effort that peaks at the monthly and annual closing.

Many small businesses or self-employed people who can't draw on any department and thus any support end up in chaos sooner or later. Preparatory accounting is not only time-intensive but also requires software in which all data is recorded. Only this way does nothing get lost and it can be stored clearly for the closing. Depending on the size of the company, all areas such as accounts payable and receivable, asset accounting, financial statement accounting and financial accounting.

Outsource accounting and gain more time

To enable you to have more time and spare you the laborious administrative part, our virtual assistants are there for you. Recording receipts, booking and paying invoices and travel expenses are areas of accounting we can take off your hands. Of course, the virtual assistants are familiar with the common software systems and are also happy to advise you if you don't yet use any and are searching for one.

• Beispiel 1: A company's liquidity also depends on regular invoicing. Why not simply hand over the creation and posting of your invoices to your virtual assistant.

• Beispiel 2: Every now and then it can happen that one of your customers doesn't pay on time. An experienced virtual personal assistant not only handles sending payment reminders, but, at your request, also the initiation of the dunning procedure.

• Beispiel 3: If you or your employees travel a lot for work, travel expense reports play an important role. With many self-employed people, they pile up until the end of the financial year. Hand over this important task to your virtual assistant.

Whether startup founder, start-up, trade business or self-employed freelancer – there's no getting around accounting. If you want to avoid the stressful final sprint at the end of the financial year, we help you define the options for support and relieve you.

Plan business trips efficiently

Business trips are a topic for almost every company. Whether short trips to another city or long-distance travel - the range is wide. Fundamentally, a business trip is any work-related activity that the employee carries out outside their normal work and living environment. The duration of these stays is irrelevant.

There are a few points to consider when planning a business trip. The following questions need to be answered:

• Who is the employee?
• When and how long does the business trip take place?
• Wohin geht es?
• How should the trip be made?
• Is an overnight stay necessary?
• Which on-site appointments are coming up?
• How should the employee get around on site?
• Which contacts are there and how can they be reached?
• What catering options are available?

Depending on the purpose of the business trip, the questions and the information to be obtained can vary. In any case, it's important to address the organization early and begin planning. This way there's the option of taking advantage of discounts or making adjustments.

Separate appointments such as events at that time must also be factored in. In addition, the booking data and all collected data must be handed over to the employee in good time.

Our virtual assistants are practiced in planning business trips and, thanks to their experience, can act efficiently and reliably.

Business travel in times of Corona

Of course, our virtual assistants also familiarize themselves with the current regulations for business trips and can advise you on booking flights, train journeys, hotels and the countries' entry restrictions.

Do you have questions about Zusammenarbeit? Feel free to talk to us.