FAQ


[vc_row el_position=”first last”][vc_column][vc_accordion collapsible=”” disable_keyboard=””][vc_accordion_tab title=”What is a virtual receptionist?” color=”grey-lite”][vc_column_text]While the general definition varies depending on whom you ask, a virtual receptionist is someone who performs all of the same tasks and duties as their traditional on-site counterparts, only from a remote location. This off-site arrangement provides the benefit of allowing businesses large and small to fulfill their reception and administrative needs in a professional and courteous manner, all while cutting costs and trimming inefficiencies. Virtual receptionists and administrative assistants act as an independent contractor of sorts, providing services only as needed and allowing companies to dictate how frequently and to what extent they’d like to outsource these business needs. Because the services are on an as-needed basis, it allows businesses to customize service packages according to their specific requirements; no more wasted time and money paying for time spent on superfluous activities.

Curious if Office Brigade’s virtual reception and administrative services are right for you? Give us a call and find out all the ways in which we can simplify your life![/vc_column_text][/vc_accordion_tab][vc_accordion_tab title=”How does this work?” color=”grey-lite”][vc_column_text]

Our professional, highly-trained staff will answer your phone calls, assisting your customers and clients with their needs, taking messages on your behalf, and forwarding necessary calls to your direct line. We are also able to handle all of your scheduling needs and client correspondence, as well as the day-to-day administrative responsibilities associated with running your business. We are available to perform the duties of an in-house employee, but at a fraction of the cost. Give us a call to see how we can make your business life easier!

[/vc_column_text][/vc_accordion_tab][vc_accordion_tab title=”Do I keep my phone number?” color=”grey-lite”][vc_column_text]Sure! Your current business phone number, be it a cell phone or office landline, can be forwarded to our phone system, acting as its own private, company-designated line that we then answer on your behalf. You can choose the frequency with which we receive your phone calls, either full- or part-time, and the depth to which you’d like us to assist your customers.

If you do not currently have a phone number or would like to get rid of your existing line altogether, we can assign you a new company-designated business number that rings to our office in the same manner as described above. This newly assigned phone number is available for you to use as you wish.[/vc_column_text][/vc_accordion_tab][vc_accordion_tab title=”I don’t have a phone number; can you give me one?” color=”grey-lite”][vc_column_text]

Absolutely! We can assign you your own dedicated, company-specific phone number for you to use as you wish. Clients and customers can reach you directly or be forwarded to our receptionist service, as per your wishes.

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Our team of virtual receptionists and administrative assistants are available live Monday-Friday 6:00am-6:00pm Pacific Time (9:00am-9:00pm Eastern). Beyond those hours, callers will be directed to an automated voicemail system where they will be prompted to leave a detailed message and our team will return these calls first thing the following business day.  You also have the option of us routing the calls to a different line after hours.  Our flexible phone system will allow us to move your calls where you want them.

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Of course! All of your calls are answered live during our business hours. No automated messages, no cumbersome “options” to weed through.  However, if you wish us to set up phone trees and have callers press different menu options for different items or to get to different members of your staff, we do have that flexibility.

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Our professional and courteous staff will answer your calls following a general guideline of “Thank you for calling [insert your company name], this is [insert receptionist name], how may I help you?” Of course, the specific script can be completely customized to your preferences.

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You can choose to receive your phone messages via text, email, or both. After-hours voicemails we receive on your behalf will be taken down as messages and passed along in this manner as well, or you can opt to have us simply forward the .wav file to your email for you to listen to as well.

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Our staff is available full-time to fulfill all of your administrative needs. From project management, customer emails, business correspondence, and schedule management to travel planning, editing and proofreading, document management, and research assistance, our staff can manage everything your business needs to run smoothly. See our list of Services for an overall idea of what we offer, and if you don’t see your desired tasks listed, feel free to give us a call.

[/vc_column_text][/vc_accordion_tab][vc_accordion_tab title=”Do you make outgoing calls, or just receive calls?” color=”grey-lite”][vc_column_text]

We can do both. Utilizing your designated phone line, we answer your incoming calls, as well as make outgoing calls on your behalf. Incoming calls show up under your company’s name (that’s how we know how to answer!) and include the name and phone number of the caller; outgoing calls are made specifically under your company’s phone line, so the caller ID indicates the call was made from your business, as if originating on-site.

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We can take care of as many businesses as you would like, separating them according to your preferences.  Each business can have its own designated phone line and is treated like a separate client.

[/vc_column_text][/vc_accordion_tab][vc_accordion_tab title=”Will my customers know I’m outsourcing my admin/reception needs?” color=”grey-lite”][vc_column_text]

Nope! Our professional staff will answer each call and fulfill each client contact from your company’s designated phone lines and email addresses, allowing it to appear as if these points of contact are generated from your offices.

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The minutes you purchase can be used for both the reception and administrative services, and your service package can be tailored to your specific needs. Every company is different, and our staff is highly trained at fulfilling a variety of business needs.

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You are only ever charged for the minutes you use, both for phone and administrative services. Our system accurately tracks the time spent on calls and admin duties, and you are charged semi-monthly at the rate applicable to the amount of minutes utilized within that time period. The more minutes you use, the lower your rate per minute.

[/vc_column_text][/vc_accordion_tab][vc_accordion_tab title=”How do you transfer calls to me?” color=”grey-lite”][vc_column_text]Every incoming call is handled in the same general manner, which can then be tailored according to the specific situation and your preferences. The call is answered with your business’ greeting and the receptionist determines the purpose of the call and the pertinent information associated, such as the caller’s name, phone number, and reason for calling. The receptionist can then place the caller on hold and contact you directly, determining whether or not you wish to receive the call. If so, the call is then transferred to you. If you do not wish to receive the call or are currently unavailable, the receptionist connects back to the caller, explains your momentary lack of availability, and takes a detailed message which then gets forwarded to you via email or text message. You will not be bothered with sales calls, phishing, and other obvious “junk” calls.

This process can of course be personalized to your precise wishes.[/vc_column_text][/vc_accordion_tab][vc_accordion_tab title=”Do you offer part-time or full-time administration services?” color=”grey-lite”][vc_column_text]

Both!  We provide whatever level of admin services your company needs, from a few hours a week, to full-time support. Our service plans allow you to tailor your rate package to your specific needs on a week-to-week basis, so as your schedule fluctuates, so can the level of administrative services for which you pay.

[/vc_column_text][/vc_accordion_tab][vc_accordion_tab title=”I don’t see my desired services listed. Can you still help me?” color=”grey-lite”][vc_column_text]

Absolutely! We are constantly revising and adding to our list of services provided. Give us a call and we’ll be happy to find a solution to your company’s needs!

[/vc_column_text][/vc_accordion_tab][vc_accordion_tab title=”Is there a long-term contract or commitment?” color=”grey-lite”][vc_column_text]

No! Our pricing rate packages are purchased on a semi-monthly basis, so you can customize your minutes according to your current or immediately-upcoming needs. No need to bust out the crystal ball and try to guess what your business’ needs will be several weeks or months from now!

[/vc_column_text][/vc_accordion_tab][vc_accordion_tab title=”Where are you located?” color=”grey-lite”][vc_column_text]

Our team of virtual receptionists and administrative assistants are located out of our Mill Creek, Washington offices in the USA.

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Due to the virtual nature of our services, we are able to support clients coast-to-coast in the United States.

[/vc_column_text][/vc_accordion_tab][vc_accordion_tab title=”What information do you need from me?” color=”grey-lite”][vc_column_text]In order to fully serve your clients, there are a few pieces of information we need from you in order to get started. When you begin setting up service through Office Brigade, we will discuss with you your business model and how we can best meet your needs within your unique parameters. We will discuss which of our services best suit your company needs and have you fill out a new client questionnaire through which we gather all the information we need in order to begin providing you with the stellar support you are seeking.

Some of the information we will gather from you includes your location and what areas your business services, your contact information and the best way to reach you, the client questions you want asked and/or answered before scheduling appointments or passing along messages, and determining which calls to forward versus messages taken.

If you are seeking administrative services, we will also want to discuss which kinds of services you will want/need and how frequently.[/vc_column_text][/vc_accordion_tab][vc_accordion_tab title=”How do I get started?” color=”grey-lite”][vc_column_text]

If you feel that Office Brigade’s virtual reception and administrative services will benefit you in any way, give us a call today and we can begin tailoring your service package to your precise business needs. We will gladly take the time to discuss with you all the ways in which we can make your life easier!

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Call us at +1 (425) 341-4627 or Contact Us Here

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