Top Virtual Assistant

BACKGROUND

Please describe your company and position.

I am the Marketing Manager of bright learners academy

Describe what your company does in a single sentence.

We proudly provide a safe and enriching environment for children aged 0 to 6 years driven by our mission, vision, and values, we cultivate a nurturing and stimulating atmosphere for early learning and childcare

OPPORTUNITY / CHALLENGE

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

We hired Top Virtual Assistant to help manage and streamline our day-to-day administrative tasks so I could focus more on teaching, strategy, and growing the academy. Our main goals were better email and calendar management, customer support handling, and improved communication with our students’ parents.

SOLUTION

How did you find Top Virtual Assistant?

Online Search

Why did you select Top Virtual Assistant over others?

• High ratings
• 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.

• Managing our email inbox and responding professionally to enquiries.
• Scheduling and organizing appointments and meetings so nothing was missed. 
• Handling basic customer support through messages and response coordination.
• Organizing files and information so our daily operations ran smoother.

RESULTS & FEEDBACK

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

Our response times to student and parent enquiries became faster and more consistent. 
I regained valuable time to plan courses and improve our curriculum.
Overall organization of tasks increased, which reduced errors and stress.

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

Their project management was excellent  they were organized, proactive, and always kept me informed with regular updates. Tasks were completed on time, and deadlines were respected. Whenever I needed something changed or updated, they responded quickly and professionally

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?

Top Virtual Assistant was smooth and supportive. Every request was handled with care and urgency. Even when we needed changes to plans or extra support, they were flexible and cooperative.

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

Honestly, the experience was very satisfying. If anything, additional detailed performance reports or analytics on completed tasks would help track progress even better but this was a minor detail compared to the value they provided

BACKGROUND

Please describe your company and position.

I am the Director of Early Edge Consultancy

Describe what your company does in a single sentence.

Early Edge Consulting supports early childhood education centers with expertise in consultation, design, construction, financing, staff recruitment, licensing, and daycare management to create enriching learning environments for children.

OPPORTUNITY / CHALLENGE

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

• We hired Top Virtual Assistant Pro to help us reduce our administrative workload, improve communication workflows, and create a more organized structure for daily tasks. Our main objective was to free up internal team members so they could focus on sales, client management, and long-term growth strategies instead of routine operational work.

SOLUTION

How did you find Top Virtual Assistant?

Online Search

Why did you select Top Virtual Assistant over others?

• High ratings
• 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 scope of work was quite broad and covered several essential functions. Top Virtual Assistant Pro provided:

Daily administrative and operational support
Email and calendar management
CRM updates and data entry
Lead tracking and follow-up coordination
Social media content scheduling and basic research
Preparation of weekly performance reports
Customer support assistance during peak hours
Process organization and document structuring

RESULTS & FEEDBACK

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

The results exceeded our expectations. Within the first month, our internal processing time decreased significantly. We saved an average of 20–25 hours per week thanks to their support.
Our email response rate improved, we saw better consistency in follow-ups, and overall communication with clients became faster and more professional.

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

Project management was excellent. All tasks were delivered on time  often ahead of schedule. The team maintained clear communication channels through email and messaging, and they provided daily or weekly summaries depending on our needs.
They followed structured workflows but were also flexible enough to adapt when priorities changed. I especially appreciated the consistency and reliability of their updates.

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?

The company was extremely responsive. Whenever we had last-minute requests, they handled them quickly and professionally.

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

Overall, the experience was excellent. The only area for improvement would be expanding their availability across more time zones, as this would help businesses like ours that operate with clients in multiple regions. But even with that, they still managed to adjust their schedule whenever we had urgent needs.

BACKGROUND

Please describe your company and position.

I am the Owner of janaki technical solutions

Describe what your company does in a single sentence.

We're the Leading Appliance Repair Experts

OPPORTUNITY / CHALLENGE

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

We aimed to outsource repetitive or time-consuming tasks so our core team could focus on technical development and project delivery.

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?

6-10 Employees

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

• Managing incoming customer emails and support requests, logging them, and flagging urgent ones.
• Data entry and maintenance — updating client records, databases, spreadsheets, and tracking documentation.
• Scheduling meetings, coordinating calendars across time zones, and arranging communications with clients and vendors.
• Basic back-office tasks: sending follow-up emails, organizing documents/files, and assisting with administrative workflows.
• Providing periodic status reports on completed tasks and pending items, helping us track support backlog.

RESULTS & FEEDBACK

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

Our internal team’s productivity improved  they could focus on core technical tasks instead of admin load.
Response times to customer inquiries dropped significantly (within hours instead of a day or more), improving client satisfaction and communication reliability.
Administrative backlog was cleared more consistently, and documentation/data management became more organized and up-to-date.
We avoided hiring additional full-time administrative staff, saving costs and allowing flexibility as workloads fluctuated.

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

Top Virtual Assistant managed tasks efficiently. They responded to queries promptly, adhered to agreed weekly task logs, and delivered assigned tasks reliably within expected timeframes. Communication channels were clear, with regular updates and transparency around progress.

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 adaptable. Whenever we needed adjustments such as changing priority of tasks, reorganizing data flows, or adding new support processes

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

Occasional delays if there was ambiguity in task instructions; clearer documentation/guidelines at the start of assignment could help avoid this.

BACKGROUND

Please describe your company and position.

I am the Director of Development of Bridge To Home Org

Describe what your company does in a single sentence.

Bridge To Home Org is a nonprofit organization dedicated to providing transitional housing and support services to individuals experiencing homelessness.

OPPORTUNITY / CHALLENGE

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

• We hired Top Virtual Assistant.pro to support our administrative workload specifically to help manage donor communications, maintain our database, handle scheduling, and assist with volunteer coordination, so our core team could focus more on program delivery.

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.

Top Virtual Assistant pro was responsible for managing our donor database, updating contact information, organizing donor and volunteer schedules, coordinating outreach emails and calls, maintaining records of donor interactions, and preparing weekly status summaries. They also helped with data entry tasks, follow-up reminders, and basic administrative support to keep our operations organized and efficient.

RESULTS & FEEDBACK

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

Within two months, our donor contact records were fully updated and cleaned  reducing duplicates by more than 30%. The turnaround time for scheduling donor and volunteer calls decreased by around 40%. Volunteer coordination improved, resulting in a 25% increase in timely volunteer responses compared to previous months. Administrative overhead dropped noticeably, allowing our core staff to dedicate more time to service delivery and fundraising strategy.

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

Project management was smooth and reliable. Deliverables were consistently delivered on schedule. Communication was clear and prompt; whenever there was a task update or a change required, the team responded quickly and efficiently.

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?

What stood out most was their organizational discipline and attention to detail. Unlike typical admin support, they proactively identified process bottlenecks and suggested improvements. Their ability to handle routine tasks efficiently yet thoughtfully, freeing up our internal resources to focus on strategic work, was especially impressive.

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

A useful improvement might be to provide a more detailed weekly activity report  for example, including time logs per task, or a brief summary of key achievements and pending items  to give greater visibility into ongoing work.

BACKGROUND

Please describe your company and position.

I am the Operations Manager of Pearlfinders

Describe what your company does in a single sentence.

I am an Operations Manager at Pearlfinders, we specialized on bringing together the most accurate, relevant and comprehensive data, tools and insight

OPPORTUNITY / CHALLENGE

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

We had some assistance with making our anonymous reporting services available to native japanese-speaking callers.

SOLUTION

How did you find Top Virtual Assistant?

we worked together mid 2024

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.

Top Virtual Assistant recorded and received inbound calls in Japanese. Calls were recorded through an external web form with correct japanese grammar and structure to be sent to clients to resolve. The calls were complaint calls.

RESULTS & FEEDBACK

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

Top Virtual Assistant was a nice partner. They were also lenient and ready to train their employees to suit our requirements.

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

The management staff was prompt and clear. Reporting also included the number of calls received, mean call handle time and quality of the written report. Top Virtual Assistant had our CRM and a phone system, and hence all metrics and reports were generated by our internal team

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?

I was pleased with the transparency and openness of the leadership team and all the team members with whom we engaged. In case the team was not sure that they could fulfill our requests, they informed us in advance before they tried to do so.

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

Nothing

BACKGROUND

Please describe your company and position.

I am the CEO of WOW Logistics

Describe what your company does in a single sentence.

We do help in your integrated supply chain solutions provider, Transportation, Logistics, Supply Chain and Storage Services

OPPORTUNITY / CHALLENGE

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

• Being a business in the transportation and logistics industry, we required an effective solution to handle inbound and outbound calls efficiently.

SOLUTION

How did you find Top Virtual Assistant?

• Online Search
• Referral
• Other

Why did you select Top Virtual Assistant over others?

• Pricing fit our budget
• Good value for cost
• Referred to me
• Company values aligned
• Other

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.

We contracted Top Virtual Assistant to assist us in terms of offer call center and sales support services that are specific to the logistics and supply chain sector. Their team performed inbound and outbound calls on a daily basis and customers were always updated and served professionally when they enquired about delivery of their shipments, any questions related to freight and any request on storage.
Of key deliverables, the most important was:

Inbound and outbound calls regarding delivery schedules, customer service inquiries and order status messages, Lead qualification and follow ups to ensure that an active sales pipeline is maintained in a competitive logistic market, Customer service support calls to address orders and service tracking, storage request, and trouble resolving, Appointment scheduling to people in sales and operational meetings with potential customers.

Since this covered the customer service as well as the sales-related activities, they were able to keep the communication beacon in one place, this not only made our staff focus on core operations in logistics but it also streamlined some of our internal processes.

RESULTS & FEEDBACK

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

The outcomes became obvious and quantifiable. Our calling time was greatly reduced as all calls were answered within a short time in a professional manner and this enhanced customer satisfaction. We have also received a significant gain in legitimate leads and appointments to be scheduled that resulted in improvements in sales opportunities in the logistics segment. Moreover, their comprehensive reporting enabled us to monitor growth closely and gain new insight on the impact on customer retention as well as on growing sales.

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

Their management of projects was very good The Top Virtual Assistant team completed all train of tasks without any delay and had regular reports and check-ins. They are receptive to our demands and accommodative whenever we needed some modifications, which is quite essential in rapidly moving logistics.

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?

The outstanding behavior was their professionalism and capacity to act as an extension of our logistics department. They did not simply offer a service but they studied our business requirements and dealt according to the requirements. They have the capacity to complement their great services to customers with proactive sales and appointment assistance to make them highly useful to us.

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

Expand their reporting to contain more in depth information and analysis.

BACKGROUND

Please describe your company and position.

I am the Founder of Xpress Locksmith Service

Describe what your company does in a single sentence.

Xpress Locksmith has developed a reputation for being a locally owned business firmly founded on the principles of diligence and integrity, from residential locks to automotive keys, commercial door closers, to access control systems.

OPPORTUNITY / CHALLENGE

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

• To manage our inbound and outbound calls efficiently so that our clients always received timely responses and professional support.
• To boost our sales pipeline by having a dedicated team handle lead follow-ups and customer inquiries, freeing up our in-house staff to focus on closing deals.

SOLUTION

How did you find Top Virtual Assistant?

• Online Search
• Referral

Why did you select Top Virtual Assistant over others?

• 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 engaged Top Virtual Assistant to provide call center and sales support services. Their team handled both inbound and outbound calls, ensuring our customers always received prompt and professional assistance. In addition, they managed follow-ups on leads, scheduled appointments, and responded to inquiries on our behalf.
Including:
Dedicated agents managing daily inbound and outbound calls.
Lead qualification and follow-up to keep our sales pipeline active.
Customer service support to address questions and resolve issues quickly.
Regular reporting and updates on call activity, lead progress, and outcomes.
The scope covered both customer service and sales-related activities, which allowed us to maintain consistent communication with clients while improving efficiency in our internal processes.

RESULTS & FEEDBACK

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

The engagement delivered clear, measurable results. Our customer response times improved significantly because calls were answered promptly and professionally. 
We also saw an increase in qualified leads and scheduled appointments, which directly contributed to stronger sales opportunities. Additionally, having regular activity reports helped us track progress and measure the positive impact on both customer satisfaction and sales growth.

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

The project management was very smooth. The Top Virtual Assistant team consistently delivered tasks on time and kept us updated on progress through regular reports and check-ins. 
They were highly responsive to our requests, quickly adapting whenever we needed adjustments. Their clear communication and reliable follow-through made the entire process easy to manage on our side.

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?

Most was their professionalism and commitment to understanding our business needs. Unlike many service providers, they didn’t just complete tasks, they acted like a true extension of our team. Their ability to combine excellent customer service with proactive sales support made them stand out.

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

Overall, we were very satisfied with their services. If there’s one area for improvement, it would be to expand reporting with even more detailed insights and analytics. 
This would give us deeper visibility into customer behavior and call outcomes. Aside from that, their performance and support were excellent.

BACKGROUND

Please describe your company and position.

I am the Founder of Constrafor

Describe what your company does in a single sentence.

Constrafor is setting new standards of productivity and cost-efficiency for the way GCs and subcontractors manage essential back-office tasks and financial transactions.

OPPORTUNITY / CHALLENGE

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

• Handle inbound customer support calls efficiently and ensure quick resolution of client queries.
• Improve response time and provide professional, 24/7 assistance to our customers.

SOLUTION

How did you find Top Virtual Assistant?

• Online Search
• Referral

Why did you select Top Virtual Assistant over others?

• Pricing fit our budget
• 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.

We hired Top Virtual Assistant to manage our customer support call centre operations, where their team was responsible for handling inbound calls, responding to customer inquiries, and either resolving or escalating issues when necessary. 
They ensured that every interaction was professional and courteous while also maintaining accurate call logs and updating customer records.

The key deliverables included timely call handling, clear documentation of customer issues, 24/7 availability for round-the-clock assistance, and regular updates with performance reports.

RESULTS & FEEDBACK

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

Working with Top Virtual Assistant helped us achieve noticeable improvements in our customer support operations. We saw faster response times on incoming calls, a significant reduction in missed inquiries, and an overall boost in customer satisfaction.

Their consistent availability ensured that our clients always had someone to assist them, and the regular reporting they provided gave us clear visibility into call volumes, resolutions, and service quality. These outcomes demonstrated real progress and added value to our business.

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

Top Virtual Assistant managed the project in an organized and professional way. 
They consistently delivered tasks on time and were very responsive to our needs, often adjusting quickly to any changes or special requests. 
Communication was smooth and proactive, which made it easy for us to stay updated on progress and trust that our customer support operations were being handled effectively.

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?

Most Impressive about Top Virtual Assistant was their professionalism and consistency in customer support.

Their ability to stay available around the clock while maintaining a friendly and patient approach with our customers really stood out. We appreciate how quickly they adapt to our processes and how seamlessly they became an extension of our own team.

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

They could improve by providing more detailed performance analytics and insights to help us track customer trends more effectively.

BACKGROUND

Please describe your company and position.

I am the Director of The Company We Keep

Describe what your company does in a single sentence.

We specialize in Advertising Service, and we deliver experiences that make people feel deeper.

OPPORTUNITY / CHALLENGE

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

• contracted customer support solution
• shrinking customer querie volume
• Being an agency involved in the business of advertising and marketing we were ramping up our efforts in terms of campaigning

SOLUTION

How did you find Top Virtual Assistant?

We searched online and found Top Virtual Assistant Service.

Why did you select Top Virtual Assistant over others?

• High ratings
• Pricing fit our budget
• Good value for cost
• Online

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

1 manager, 6 employees

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

Top Virtual Assistant  does all our inbound processing, phone, chat and e mail support. They started employment with us on test basis initially and during their 2- week onboarding process they did so with our front-line team which was structured. We gave them tours of our products, tone of voice, brand guidelines and escalation workflows. All the traffic entering their channel is currently managed by their team, all the outbound communication is done via RingCentral and they also integrated Tawk.to live chat support on our site, increasing the level of engagement and conversion.

RESULTS & FEEDBACK

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

After working with Top Virtual Assistant , we now have quantitative indicator of results in customer satisfaction levels. They always provide a high level of support and it has saved us a considerable amount of overhead costs in the process of hiring, training and retaining in-house personnel. We would in fact expect savings of 50 percent or more.

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

They have been extremely reactive and structured. We also collaborate closely with a full time project manager who keeps us up to date. Our task management tools are monday.com and voice communications are RingCentral. The work with them has been very smooth as they have the ability to fit into our existing work flows.

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 title speaks indeed, the staff provides quality customer service. They have worked especially well in moderating live chats; something that we had not done before. Following the launch of Tawk.to with their assistance there has been a visible increase in on-site activity and conversion of leads.

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

We are a small agency and occasionally it would be nice to have the benefits of face to face interactions

BACKGROUND

Please describe your company and position.

I am the Founder of Mr. Rekey Locksmith

Describe what your company does in a single sentence.

We are a professional locksmith company specializing in rekeying and securing properties.

OPPORTUNITY / CHALLENGE

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

• To handle all inbound and outbound calls with professionalism and efficiency.
• To maintain prompt and clear communication with our clients.

SOLUTION

How did you find Top Virtual Assistant?

Referral

Why did you select Top Virtual Assistant over others?

• High ratings
• 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.

Top Virtual Assistant handled our inbound and outbound calls, answering inquiries and resolving customer issues.
They managed follow-ups, appointment scheduling, and client reminders while maintaining professionalism, All interactions were documented in our CRM with timely updates and accurate records.

RESULTS & FEEDBACK

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

Our average call response time improved significantly, and customer satisfaction scores increased, We saw better follow-up completion rates, leading to higher client engagement. Call documentation accuracy improved, ensuring smoother internal workflows.

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

Their project management was highly organized, with all tasks and calls handled on time. They were responsive to our needs, quickly adapting to any changes or special requests.
Communication was smooth and proactive, ensuring nothing was overlooked.

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?

I am most impressed by their ability to handle calls professionally while maintaining a friendly tone. They quickly understood our business needs and adapted their approach without extensive guidance. Their proactive communication and attention to detail made them stand out.

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

The only area for improvement would be offering multilingual call support to serve a wider range of clients, Apart from that, their service met and often exceeded our expectations.