Top Virtual Assistant

BACKGROUND

Introduce your business and what you do there.

I’m the owner of a real estate company. 

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Top Virtual Assistant?

We needed someone to manage our property management software.

SOLUTION

What was the scope of their involvement?

Top Virtual Assistant manages our property management portal. They do everything from managing to updating the listings and speaking with clients. The team also does back-office work, such as scheduling meetings with clients and walking them through their listings.

When we onboarded them, we spent two weeks training them on what we needed them to do. They now manage the listings on the portal, speak with the clients, get their requirements, and help them integrate with their website.

Our goal has been to have a safe time and manage the clients properly. Previously, we were not doing this ourselves, and we were losing customers because nobody had time to do the listing, so we got that process on our end and are doing it for them now.

What is the team composition?

We work with three virtual assistants from them. One is a senior, and the other two are juniors.

How did you come to work with Top Virtual Assistant?

A friend referred me to them. They had been working with them for a couple of years and said they were trustworthy, so we decided to give them a try.

How much have you invested with them?

We've spent around $14,000.

What is the status of this engagement?

We started working together in February 2025, and the engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

The team has saved us a lot of time. If they weren’t there, I’d be sitting in the office and on the portal. They’ve made our lives easier and saved us a lot of time and money. They all work 40 hours per week, so you can save 120 hours per week, and they're charging us less than the pay of a single person in-house. The quality of their work is exceptional.

How did Top Virtual Assistant perform from a project management standpoint?

The team always stays in touch. We use Slack for internal communication and Trello for project management. The team is always on time and updates us through those systems.

What did you find most impressive about them?

Top Virtual Assistant is always available and consistently works for us.

Are there any areas they could improve?

I don’t think there’s anything they can improve on. They’re doing everything well for us.

Do you have any advice for potential customers?

They are a great team. If you give them proper training and tell them what needs to be done, they’ll be a great asset.

BACKGROUND

Please describe your company and position.

I am the Project Management of Streamline Show Services

Describe what your company does in a single sentence.

I am the Project Manager at Streamline Show Services, we specializes on retail services and we do Simplified Your "Go-To Source"​ for Arizona I&D labor and quality rentals.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Top Virtual Assistant to accomplish?

• Since we are a retail firm, we were unfamiliar with technology and information technology. We required assistance with running our system's phone lines, chatbots, and advertisements.

SOLUTION

How did you find Top Virtual Assistant?

A Linkedin search led us to them.

Why did you select Top Virtual Assistant over others?

• Pricing fit our budget
• Good value for cost
• Company values aligned

How many teammates from Top Virtual Assistant were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

Our phone lines and chatbots are run by Top Virtual Assistant. The group answers questions from clients regarding our system and offers technical support. We have given them thorough instructions on how to operate and what they must accomplish. Additionally, we have provided them with service-level agreements (SLAs) and standard operating procedures (SOPs) to adhere to.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

Since the beginning, Top Virtual Assistant has overseen our product. They take care of our product's technical and customer support aspects, and everything is running smoothly.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Timelines are met by Top Virtual Assistant. Slack is how we communicate, and we use an internal management system.

What was your primary form of communication with Top Virtual Assistant?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

Top Virtual Assistant is knowledgeable about our company's hiring process, which is something we value. We have benefited from it.

Are there any areas for improvement or something Top Virtual Assistant could have done differently?

We are satisfied with their work and they are performing well for us, so we have no suggestions for how they could do better.

BACKGROUND

Introduce your business and what you do there.

I manage property listings and ventilation at Snabby Real Estate, the biggest real estate company in Michigan. We work with real estate companies as an extension of their sales and marketing teams.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Top Virtual Assistant?

We manage accounts for real estate companies and needed a virtual assistant to help us with that.

SOLUTION

What was the scope of their involvement?

Top Virtual Assistant provides virtual assistant services. Once we hire a virtual assistant, they work on all aspects of property management. They answer calls for specific properties and list them on different platforms like Zillow. They also call prospects interested in buying a property and schedule a meeting with the realtor to sell the property.

Top Virtual Assistant has been working with one of our competitors, so they know what to do. We just give them the information. The onboarding process has been easy.

What is the team composition?

We started with one virtual assistant, and now we have seven. They manage different properties with different realtors. All of them are virtual assistants, and they’re doing the same thing. We have a manager who we speak with and get their stats from.

How did you come to work with Top Virtual Assistant?

We found them online. We interviewed 8–10 companies, and Top Virtual Assistant was relevant. They had worked with real estate companies, so they were trained. We chose them.

How much have you invested with them?

We’ve invested around $134,000.

What is the status of this engagement?

We started working together in October 2023, and the engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

Previously, we were onboarding virtual assistants from different freelance platforms, and it was hard to manage them. Since we started working with Top Virtual Assistant, they have in-house management and training. They’ve saved us a lot of time.

We don’t go on training or calls with them. We only have one monthly call with the virtual assistants. The rest of the work is managed by them. They’re doing a good job.

How did Top Virtual Assistant perform from a project management standpoint?

They deliver work on time and within the budget. We communicate via Microsoft Teams, phone calls, and emails.

What did you find most impressive about them?

All of them are fully trained in the services we’re doing. They know exactly what we do and are familiar with the platforms we use for property management. That’s the biggest thing. Their management has been a good asset. They respond back all the time whenever needed to explain everything if something happens.

Are there any areas they could improve?

They’ve been good so far. I’m not sure if they have to improve anything. They’re working very well. If they mess up, they get in touch with us and tell us if they’ve done something wrong. That’s a good thing.

Do you have any advice for potential customers?

I definitely recommend Top Virtual Assistant to any real estate company that wants to grow and is looking for virtual assistants. They’ve worked with realtors, so they have a big network and a big team trained on it. They’d be a good asset.

BACKGROUND

Please describe your company and position.

I am the Manager of Task Flow Systems

Describe what your company does in a single sentence.

We run a small SaaS startup offering productivity tools for freelancers and small businesses.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Top Virtual Assistant to accomplish?

• We hired Top Virtual Assistant to manage customer support, user onboarding questions, and data entry tasks so our internal team could focus on product development and feature improvements.

SOLUTION

How did you find Top Virtual Assistant?

Online Search

Why did you select Top Virtual Assistant over others?

• Great culture fit
• Good value for cost
• Referred to me

How many teammates from Top Virtual Assistant were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

The team handled support tickets, responded to user questions, helped with account setup instructions, entered user data into our system, and prepared basic reports on support volume and common user issues.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

User satisfaction increased, onboarding became smoother (less confusion and fewer support escalations), and our internal team’s workload dropped significantly which sped up new feature rollouts.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Yes all tickets and tasks were handled in a timely manner according to agreed upon schedules. Communication was consistent and professional throughout.

What was your primary form of communication with Top Virtual Assistant?

Email or Messaging App

What did you find most impressive or unique about this company?

They were flexible and scalable: when our user activity increased, they adjusted workload capacity accordingly and maintained quality support.

Are there any areas for improvement or something Top Virtual Assistant could have done differently?

It would be helpful if they offered periodic summaries of common customer issues and suggestions on recurring user problems, which could help us improve product documentation.

BACKGROUND

Please describe your company and position.

I am the Marketing Manager of Bright Wave Marketing

Describe what your company does in a single sentence.

We run an online marketing agency that handles digital campaigns, client outreach, and content management for small and medium businesses.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Top Virtual Assistant to accomplish?

• We hired Top Virtual Assistant to take over our day-to-day administrative tasks, manage customer support inquiries, and handle communication so our core team could focus on creative and strategic work.

SOLUTION

How did you find Top Virtual Assistant?

Online Search

Why did you select Top Virtual Assistant over others?

• Great culture fit
• Good value for cost
• Referred to me

How many teammates from Top Virtual Assistant were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

Their team managed emails and client inquiries, updated our CRM, scheduled client meetings, handled follow-ups, and organized our internal files and customer data. They also provided regular updates and reports on tasks completed.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

We experienced a noticeable drop in support response times, fewer missed client requests, and improved organization of client data. Our in-house team became more efficient and could focus on higher-value work, which helped us take on more clients without sacrificing quality.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Project management was smooth and professional. Tasks were completed as scheduled, communication was clear, and we received regular updates so nothing was left pending.

What was your primary form of communication with Top Virtual Assistant?

Email or Messaging App

What did you find most impressive or unique about this company?

They were responsive to our requests, quick to adapt when priorities changed, and always available for clarifications or urgent tasks.

Are there any areas for improvement or something Top Virtual Assistant could have done differently?

A more detailed weekly report including task time logs and status of ongoing tasks would help us track productivity more closely. Otherwise, their service has been very reliable.

BACKGROUND

Please describe your company and position.

I am the Founder of The Dementia Foundation

Describe what your company does in a single sentence.

Entrepreneur and Innovator in the Disability and Aged Care Sector, we do supporting communities on the journey with dementia across Western Australia

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Top Virtual Assistant to accomplish?

• To boost our sales pipeline

SOLUTION

How did you find Top Virtual Assistant?

• Referral
• Clutch Site

Why did you select Top Virtual Assistant over others?

• High ratings
• Pricing fit our budget
• Good value for cost
• Referred to me

How many teammates from Top Virtual Assistant were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

We contracted Top Virtual Assistant to offer the sales and call center services. Inbound and outbound calls were taken by their team, so our customers never had to wait long to get a prompt and professional response. Besides this, they handled follow-ups on leads, appointments, and answered questions on our behalf, specialized call center to handle day-to-day incoming and outgoing calls

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

The number of qualified leads and aligning appointments also increased and had direct contribution to increased sales opportunities

Describe their project management. Did they deliver items on time? How did they respond to your needs?

They are very receptive to our demands and adapt easily when we require some modification.

What was your primary form of communication with Top Virtual Assistant?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

Their professionalism and willingness to study our business requirements was most of it. They did not simply get things done as many service providers do.

Are there any areas for improvement or something Top Virtual Assistant could have done differently?

there is no place to work on.

BACKGROUND

Please describe your company and position.

I am the Director of Strategic Growth of Aspire2 Group Limited

Describe what your company does in a single sentence.

i'm Nick Hyde the Director of Strategic Growth at Aspire2 Group Limited

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Top Virtual Assistant to accomplish?

• To assist our internal operations staff, we hired Top Virtual Assistant.

SOLUTION

How did you find Top Virtual Assistant?

• Referral
• Clutch Site
• Other

Why did you select Top Virtual Assistant over others?

They were recommended to us through a trusted referral.

How many teammates from Top Virtual Assistant were assigned to this project?

Around 40 team members.

Describe the scope of work in detail. Please include a summary of key deliverables.

For many years, Top Virtual Assistant has helped us with a variety of ad hoc initiatives as well as a broad spectrum of campaign and creative management duties.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

Among the main results were:

 high execution accuracy

 Quick turnaround

 strong capacity to adjust to new procedures and equipment

 Quick learning and application of new systems

 Communication with internal stakeholders that is clear and consistent

 Documentation and self-learning techniques that decreased the requirement for internal training

Describe their project management. Did they deliver items on time? How did they respond to your needs?

When it comes to team and management communication, Top Virtual Assistant has shown to be quite successful.  They have demonstrated exceptional flexibility in adjusting to evolving procedures, instruments, and priorities.  Their proactive commitment to quality resulted in error rates that were routinely well below industry standards.  We consider them to be a trustworthy and enduring partner.

What was your primary form of communication with Top Virtual Assistant?

Virtual Meeting

What did you find most impressive or unique about this company?

Particularly impressive to us were:

 Using proactive account management to spot and fix issues

 reliable, error-free large-scale execution of complicated tasks

 Strong capacity to adjust to changing business requirements

 Professional, transparent communication at all levels

Are there any areas for improvement or something Top Virtual Assistant could have done differently?

We have no suggestions for improvement because we're so pleased with Top Virtual Assistant.

BACKGROUND

Please describe your company and position.

I am the CEO of HomeTown Health, LLC

Describe what your company does in a single sentence.

i'm Jimmy Lewis,CEO at HomeTown Health, LLC. An organization of small and rural hospitals, located throughout the southeast, who collectively pursues ways to help hospitals survive in this environment of tremendous budget cuts from the state and federal level. 

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Top Virtual Assistant to accomplish?

• support and appointment scheduling

SOLUTION

How did you find Top Virtual Assistant?

Referral

Why did you select Top Virtual Assistant over others?

• High ratings
• Pricing fit our budget
• Great culture fit
• Good value for cost
• Referred to me
• Company values aligned

How many teammates from Top Virtual Assistant were assigned to this project?

1 Employee

Describe the scope of work in detail. Please include a summary of key deliverables.

Top Virtual Assistant handles our inbound and outbound patient calls, appointment scheduling, and support. They also provide 24/7 services and over 99% uptime that is imperative to our operations in healthcare.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

The group has consistently produced outcomes on schedule. Since onboarding them, we've observed increased patient satisfaction ratings, quicker response times, and fewer missed appointments.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

We have weekly check ins and task-specific conversations, so communication is easy. The designated agents are incredibly dedicated to their jobs, professional, and quick to respond.

What was your primary form of communication with Top Virtual Assistant?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

When compared to other agencies we've dealt with, their agents are of the highest caliber. They exhibit empathy, which is crucial in the medical field, in addition to process understanding. Their assistance has been priceless.

Are there any areas for improvement or something Top Virtual Assistant could have done differently?

Nothing noteworthy

BACKGROUND

Please describe your company and position.

I am the Industrial Project Manager of TETRA Technologies, Inc

Describe what your company does in a single sentence.

I am the Industrial Project Manager of TETRA Technologies, Inc. i'm Robert, the Industrial Project Manager at TETRA Technologies, Inc.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Top Virtual Assistant to accomplish?

• We chose Top Virtual Assistant since we were providing customer service ourselves during the day and wanted to extend our service hours to include after-hours, 24/7.

SOLUTION

How did you find Top Virtual Assistant?

• Online Search
• Clutch Site

Why did you select Top Virtual Assistant over others?

• High ratings
• Pricing fit our budget
• Great culture fit
• Good value for cost
• Company values aligned

How many teammates from Top Virtual Assistant were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

We trained a task force from Top Virtual Assistant on-site when they joined us at our headquarters. Two Top Virtual Assistant colleagues then ensured that training was carried out on their end.  Before they went online, we helped them for the first two weeks.

Outside of business hours, Top Virtual Assistant currently performs the same tasks as our customer support agents.  They assist clients with the ordering process and provide customer service.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

In terms of service quality, we don't think there is much of a difference between our agents and Top Virtual Assistant. We use mystery calls to demonstrate that their quality standards are equivalent to ours. We also have other KPIs, including productivity across all measurements, which are highly relevant to our team. They are hands-on with training, and onboarding them was not too difficult.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

When we have a minor assignment to complete, they are always on time or even prepared in before. We always have perfect communication with them. The last two years have seen a very high level of communication, and I've never felt in the dark about what's going on. 

What was your primary form of communication with Top Virtual Assistant?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

Their service oriented mindset and hands-on approach are impressive. It's helpful to have a partner we can trust because they are always on board with our ideas.

Are there any areas for improvement or something Top Virtual Assistant could have done differently?

Nothing noteworthy needs improvement on their part. We all get up in the morning knowing that there is always space for development in any professional situation.

BACKGROUND

Please describe your company and position.

I am the President of Success Vision Express

Describe what your company does in a single sentence.

i'm Chris Presley the President at Success Vision Express

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Top Virtual Assistant to accomplish?

• Customer Relationship Center for Touchpoints

SOLUTION

How did you find Top Virtual Assistant?

Referral

Why did you select Top Virtual Assistant over others?

• Pricing fit our budget
• Good value for cost
• Referred to me

How many teammates from Top Virtual Assistant were assigned to this project?

6-10 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

When necessary, the Top Virtual Assistant quickly modified company procedures, demonstrating its high degree of adaptability. Additionally, they were able to quickly find native speakers for various areas, which improved our ability to service global retail clients.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

Our retail markets customer satisfaction ratings significantly improved with the help of Top Virtual Assistant. In our organization's customer voice and mystery shopper ratings, three of our areas were in the top five, confirming the value of their services.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Their approach to project management was open and cooperative. The collaboration ran smoothly and successfully because the team was open to suggestions and responsive to criticism.

What was your primary form of communication with Top Virtual Assistant?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

Their customer service training programs and their ability to swiftly hire qualified candidates for our project really surprised us.

Are there any areas for improvement or something Top Virtual Assistant could have done differently?

Their prices are more competitive.