Stellar Staff

BACKGROUND

Please describe your company and position.

I am the Founder & CEO of BYHOURS

Describe what your company does in a single sentence.

BYHOURS is the first online platform where you can book hotel rooms and decide the check-in time and duration of your micro-stay

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Stellar Staff to accomplish?

• We hired Stellar Staff with the objective of enhancing our customer service coverage globally, ensuring fast response times, personalized support, and minimal disruptions to user experience especially during peak travel seasons and across multiple time zones.

SOLUTION

How did you find Stellar Staff?

• Online Search
• Clutch Site

Why did you select Stellar Staff over others?

• Great culture fit
• Good value for cost
• Company values aligned

How many teammates from Stellar Staff were assigned to this project?

2-5 Employees

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

Stellar Staff was tasked with managing all incoming customer queries—email, live chat, and social media—for English and Spanish-speaking customers. Their team handled booking confirmations, last-minute changes or cancellations, user onboarding assistance, and coordinated closely with our partner hotels when customers had special requests or issues at check-in.

What made this collaboration effective was their tailored approach: they took the time to study our platform’s features, understood the nuances of micro-stay hospitality, and built customer service scripts that aligned with our brand tone—friendly, clear, and efficient.

RESULTS & FEEDBACK

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

A standout moment occurred during a high-traffic period when we launched a new market campaign in Latin America. Our internal team could not have managed the surge in customer queries alone. Stellar Staff responded proactively—scaling up additional agents within 48 hours and maintaining consistent service levels. Customers who were trying BYHOURS for the first time praised the “human touch” in their interactions, and we saw a tangible improvement in positive feedback across Trustpilot and app reviews during that window.

Also worth noting: our rate of unresolved support tickets dropped dramatically. Before, we had occasional lapses in coverage during European night hours, but Stellar Staff closed that gap entirely.

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

Their project management was smooth and proactive. From the start, Stellar Staff appointed a dedicated account manager who held weekly alignment calls with us and remained accessible even outside of scheduled hours. Their reporting was always on time and detailed—making it easier for us to track key metrics like first-response time, resolution rate, and customer satisfaction.

There was an instance where we needed immediate support for a bug that affected booking confirmations. While the issue was on our platform’s backend, their team spotted the issue quickly through customer complaints and flagged it internally, allowing us to fix it within hours. Their communication and responsiveness were exceptional in that situation.

What was your primary form of communication with Stellar Staff?

• Virtual Meeting
• Email or Messaging App

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

What impressed us most was their genuine commitment to becoming an extension of our team. They didn’t act like a traditional outsourcing agency—they immersed themselves in our company culture, language tone, and values. Their agents often went the extra mile, such as calling hotels to confirm specific amenities for travelers or checking back with customers after a complaint was resolved.

Another unique trait was how quickly they adapted to our changing needs. Whether we wanted to trial a new CRM system or test multilingual auto-responses, their team was always willing to experiment and iterate with us.

Are there any areas for improvement or something Stellar Staff could have done differently?

Stellar Staff has become a trusted operational partner for us at BYHOURS. They’ve helped us offer the level of customer care that matches the flexibility and innovation of our service model. Their agility, professionalism, and ability to integrate seamlessly into our workflows have been instrumental to our global growth. We look forward to expanding this partnership as we continue to serve more travelers worldwide.

BACKGROUND

Please describe your company and position.

I am the Senior Benefits Insurance Specialist of Inszone Insurance Services

Describe what your company does in a single sentence.

Inszone has grown with a customer focused mentality, focusing on the relationship between agents and customers, and ensuring customer satisfaction above all else. Inszone Insurance Services is a full-service insurance agency, able to handle customers personal and business insurance needs. 

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Stellar Staff to accomplish?

• We turned to Stellar Staff with a clear goal: to streamline and support our back-office operations, particularly in the areas of policy data entry, document processing, policy issuance tracking, and follow-ups. We were also looking for a team that could handle sensitive insurance-related information with the highest level of care and professionalism.

SOLUTION

How did you find Stellar Staff?

Clutch Site

Why did you select Stellar Staff over others?

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

How many teammates from Stellar Staff were assigned to this project?

2-5 Employees

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

Stellar Staff quickly demonstrated their understanding of the insurance industry’s regulatory nuances and operational demands. They began by mapping out our workflow from quote generation to final policy delivery. Their team was tasked with handling the accurate entry of client data into our CRM systems, preparing proposal documentation, issuing certificates of insurance, and organizing records to ensure our compliance audits would run smoothly.

They also managed document indexing from incoming carriers and clients—scanning, labeling, and attaching them to the appropriate accounts within our systems. Their support extended to organizing renewal reminders and sending initial outreach emails to ensure proactive communication with clients. Another valuable deliverable was the preparation of reports on incomplete documentation and follow-ups, which allowed our account managers to step in with full context.

What set them apart during the solution phase was their attention to detail and their willingness to adapt to our software platforms and tools. Whether it was using Vertafore, AMS360, or our email and ticketing systems, they learned quickly and were able to integrate without disruption.

RESULTS & FEEDBACK

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

The results were both tangible and deeply felt across the company. One key outcome was how much time our licensed agents and service reps regained. Tasks that used to slow down the sales cycle—like policy uploads, documentation gaps, or missing client forms—were now being flagged and resolved by Stellar Staff before they could affect timelines. This contributed to a smoother, more efficient client experience.

Their responsiveness was also critical during a particularly busy renewal season. With policy timelines stacking up, Stellar Staff maintained consistency and kept everything flowing. They handled urgent endorsements and client updates late into the day without skipping a beat. Their ability to handle fluctuating workloads without sacrificing quality was impressive.

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

From a project management perspective, they were organized and easy to work with. We had regular syncs where they provided updates, flagged bottlenecks, and suggested tweaks to improve turnaround times. Their team leads ensured every new process or request we introduced was documented and standardized for the rest of their staff. We appreciated that we didn’t have to micromanage them—they took ownership and delivered results independently.

What was your primary form of communication with Stellar Staff?

• Virtual Meeting
• Email or Messaging App

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

What impressed us most about Stellar Staff was their genuine commitment to learning and integrating with our team. They weren’t just following instructions—they were actively thinking about how to improve our processes. There were multiple occasions when they brought inefficiencies to our attention that even our internal teams had missed. Their professionalism, paired with a can-do mindset, made them a trusted extension of our operations.

Are there any areas for improvement or something Stellar Staff could have done differently?

None, Stellar Staff has played a pivotal role in elevating our back-office efficiency at Inszone Insurance Services. Their professionalism, attention to detail, and adaptability have made a meaningful impact on our operations. They’ve helped us scale more gracefully while preserving the personalized customer experience we’re known for. For any insurance agency—or any service-driven company—looking to outsource their administrative operations without sacrificing quality, we wholeheartedly recommend Stellar Staff.

BACKGROUND

Please describe your company and position.

I am the Support Readiness Manager of Brondell Inc.

Describe what your company does in a single sentence.

Brondell Inc. is a privately held developer and distributor of innovative, high quality, eco-friendly home & bath products that foster a healthy, comfort-enhancing, and socially responsible lifestyle. 

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Stellar Staff to accomplish?

• we needed assistance with order management, data entry, product logistics coordination, and customer service back-office processing. The goal was to streamline internal workflows and improve response times while maintaining the exceptional brand experience our customers have come to expect.

SOLUTION

How did you find Stellar Staff?

Online Search

Why did you select Stellar Staff over others?

• Great culture fit
• Good value for cost
• Company values aligned

How many teammates from Stellar Staff were assigned to this project?

2-5 Employees

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

Stellar Staff took full ownership of a wide array of back-office responsibilities. Their team worked closely with our internal departments to understand how we operate, particularly the intricacies of our logistics and customer fulfillment systems. They then developed a tailored approach that included daily processing of incoming orders from multiple sales channels, including third-party retailers and direct-to-consumer platforms. They monitored and updated product inventory records in real time, which was crucial for avoiding delays or overselling.

They also provided backend support for our customer service team, compiling FAQ responses, processing returns, and managing ticketing systems. In addition, they coordinated with shipping providers to ensure all outbound logistics were tracked, updated, and communicated efficiently. One of the most valuable aspects of their service was the creation of detailed weekly reports, which gave our leadership team better visibility into operational bottlenecks and customer trends—something that previously required piecing together information across several teams.

RESULTS & FEEDBACK

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

One of the most noticeable improvements was the speed and accuracy with which orders were processed. Before Stellar Staff, our in-house team often dealt with backlogs during peak seasons, which led to missed fulfillment windows and customer dissatisfaction. With Stellar’s support, we were not only able to eliminate the backlog but also streamline the process so that issues were caught and resolved in real-time.

Their impact extended to our customer service performance as well. By handling all the back-end tasks associated with returns, warranty validations, and customer data updates, our in-house reps were able to focus on building stronger relationships with our clients rather than being buried in administrative work.

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

Stellar Staff’s project management was another highlight. Their communication was consistent and proactive. They flagged potential delays before they occurred and frequently offered ideas on how to improve our internal processes. They maintained clear documentation and ensured that tasks were completed on or ahead of schedule. There was a particularly critical moment during a product launch when last-minute data changes could have disrupted fulfillment timelines. Their team not only adapted immediately but also implemented a validation check that has since been integrated into all future launches.

What was your primary form of communication with Stellar Staff?

• Virtual Meeting
• Email or Messaging App

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

What stood out most about working with Stellar Staff was their ability to balance professionalism with a personal touch. They weren’t just an outsourced team; they truly felt like an extension of our company. Their attention to detail, sense of accountability, and genuine interest in understanding our business made a significant difference.

Are there any areas for improvement or something Stellar Staff could have done differently?

no

BACKGROUND

Please describe your company and position.

I am the Director of Sales Operations of Innovative Business Solutions, LLC

Describe what your company does in a single sentence.

Innovative Business Solutions is a leading Technology Services Distributor (TSD) providing our partners with a unique experience when selling telecommunications services.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Stellar Staff to accomplish?

• Our specific objectives were to streamline commission auditing and reconciliation, enhance quoting turnaround times, and ensure real-time handling of partner escalations and contract management. Above all, we needed a team that could keep pace with our partners’ expectations while upholding our company’s values of accuracy, transparency, and service excellence.

SOLUTION

How did you find Stellar Staff?

Online Search

Why did you select Stellar Staff over others?

• Great culture fit
• Good value for cost
• Company values aligned

How many teammates from Stellar Staff were assigned to this project?

2-5 Employees

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

Stellar Staff quickly became an essential extension of our internal team. Their scope of work covered several key areas including commission tracking, quote validation, contract preparation, and support ticket triage. They also supported the backend of our CableFinder tool by maintaining data accuracy, formatting updates, and processing user feedback.

From the beginning, their team demonstrated remarkable adaptability. They reviewed our workflows and suggested several meaningful improvements that reduced redundancy. One particularly effective change involved optimizing the way quote requests were handled. They noticed our team was duplicating entries across platforms and proposed a new intake system that significantly reduced handling time. This approach was later adopted across the company.

Their initiative went beyond expectations. At one point, a major partner submitted over 50 quoting requests within a tight timeframe. Stellar Staff took the lead in sorting the requests by provider and region, prioritized those with urgent deadlines, and processed the entire batch well ahead of schedule—all without waiting for additional instructions.

Their deliverables included daily commission audit updates, weekly discrepancy logs for proactive resolution, timely handling of escalations, preparation of pre-filled contracts to streamline approvals, and ongoing data management within CableFinder.

RESULTS & FEEDBACK

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

The results were impressive and immediately noticeable. Quoting and contract turnaround times improved significantly, leading to a measurable increase in partner satisfaction. In fact, several partners independently reached out to us with compliments about the enhanced responsiveness and efficiency.

Commission audits also became smoother. Stellar Staff implemented a two-step verification system that allowed them to flag and even resolve discrepancies before they hit our radar. This greatly reduced the number of internal reviews and allowed our in-house team to focus more on strategic initiatives rather than administrative fire drills.

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

Their project management was equally commendable. Tasks were delivered on time, and they were highly responsive to shifting priorities. Whether it was preparing for an end-of-quarter workload surge or responding to sudden provider updates, they communicated clearly and adjusted quickly.

What was your primary form of communication with Stellar Staff?

• Virtual Meeting
• Email or Messaging App

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

What truly stands out about Stellar Staff is their cultural alignment. They didn’t just perform tasks—they understood our emphasis on partner relationships and mirrored that approach in their work. Their respect, professionalism, and attentiveness made it feel like they were part of our own team rather than a third-party vendor.

Are there any areas for improvement or something Stellar Staff could have done differently?

The only area where we saw room for improvement was in their initial familiarity with certain telecom-specific contract nuances and regional provider variations. During the early weeks, there were minor delays while they became acclimated to these intricacies. However, they were quick to learn, incorporated our feedback effectively, and have since handled these scenarios with confidence and precision.

Partnering with Stellar Staff has proven to be one of the best operational decisions we’ve made. Their reliable, proactive, and service-oriented approach has allowed us to scale our operations without compromising on quality or partner satisfaction. For any company in the telecom or tech distribution space looking to elevate their backend efficiency and customer experience, Stellar Staff is a dependable and forward-thinking partner worth working with.

BACKGROUND

Introduce your business and what you do there.

I’m the customer service manager at Bestpass.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Stellar Staff?

We needed help with back-office and customer service tasks.

SOLUTION

What was the scope of their involvement?

Stellar Staff provides IT-managed services, back-office outsourcing, and customer support. We've told the team what we want, and they've started working with us. Stellar Staff answers customers' questions via calls, chats, emails, and the Unity platform. We leverage their services to increase support hours and response times.

Stellar Staff has also helped us with our APOS installation. The team provides services in our office, creating templates for us, and we're still working with them.

What is the team composition?

We work with four people from Stellar Staff in total.

How did you come to work with Stellar Staff?

We were searching for a company that could help us with back-office assistance. We saw Stellar Staff's name on Google and came to Clutch to find out more about them. We noticed they had good ratings, so we hired them.

How much have you invested with them?

We've invested about $25,000.

What is the status of this engagement?

We started working together in January 2024, and the engagement is ongoing.

RESULTS & FEEDBACK

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

We have a faster response time and increased customer satisfaction scores. Stellar Staff delivers quality work on time by providing valuable candidates for open customer service representative positions. These candidates ensure a faster response time and increased customer satisfaction scores.

How did Stellar Staff perform from a project management standpoint?

Stellar Staff delivers work on budget, and we communicate well with them. The team gives us a response anytime we reach out and ask them questions. We use email for communication.

What did you find most impressive about them?

We love that Stellar Staff doesn't hesitate to answer our questions and give us a perfect solution to any problem we encounter.

Are there any areas they could improve?

No, there's nothing I'd have Stellar Staff improve.

Do you have any advice for potential customers?

Hire Stellar Staff, go directly to the point, and tell them what you want; they'll surely provide you with perfect, high-quality work.

BACKGROUND

Please describe your company and position.

I am the Executive Chair of Texas Camino Real District Export Council

Describe what your company does in a single sentence.

The Texas Camino Real District Export Council (TCRDEC) is a volunteer organization of international trade professionals serving 80 counties in Central and South Texas. It is part of the nationwide network of District Export Councils. DECs make significant contributions to America’s international competitiveness. 

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Stellar Staff to accomplish?

• We hired Stellar Staff to relieve the pressure on our internal team and help us build better operational consistency, especially around scheduling, data management, and support during our frequent outreach events and educational programs. Our main goal was to have a responsive, professional team behind the scenes that understood both the administrative and mission-driven elements of our work in international trade promotion.

SOLUTION

How did you find Stellar Staff?

• Online Search
• Clutch Site

Why did you select Stellar Staff over others?

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

How many teammates from Stellar Staff were assigned to this project?

2-5 Employees

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

Stellar Staff provided comprehensive back office outsourcing support tailored to our needs. They quickly integrated with our workflows and communication channels, becoming an extension of our internal operations. Their responsibilities included member database management, coordination with the U.S. Commercial Service Export Assistance Centers, scheduling and calendar management for DEC events, formatting and distributing newsletters and public communications, and assisting with event registrations and participant tracking.

In addition to the routine tasks, they also took on specific initiatives, such as standardizing our documentation processes, helping consolidate years of legacy data into a centralized cloud system, and preparing detailed summaries for our board meetings. Their attention to detail in preparing briefing materials and post-event reports was particularly valuable, and often helped us present a more professional face to external partners.

RESULTS & FEEDBACK

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

The collaboration with Stellar Staff had a noticeable impact on our operational efficiency. We were able to shift our focus back to strategic planning and policy engagement, knowing that our administrative responsibilities were being handled consistently and accurately. One specific success was during our regional trade education seminar, where Stellar Staff managed all back-end logistics—from attendee communications to speaker schedules—allowing our volunteers to concentrate fully on delivery and engagement.

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

Their project management was exemplary. We never had to follow up on deadlines—if anything, they were often ahead of schedule. They maintained clear, well-organized records, responded quickly to ad hoc requests, and provided regular status updates without us having to prompt them. Their communication was both proactive and professional, making them feel like an integral part of our organization rather than an external vendor.

What was your primary form of communication with Stellar Staff?

• Virtual Meeting
• Email or Messaging App

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

What truly stood out about Stellar Staff was their adaptability. They didn’t just perform tasks—they understood the mission behind them. For example, when one of our senior members needed help collating documentation for a policy briefing on short notice, the Stellar Staff team worked after hours to get it done without hesitation or complaint. That kind of reliability and commitment is rare.

Are there any areas for improvement or something Stellar Staff could have done differently?

No, Stellar Staff has proven to be an invaluable support partner for TCRDEC. They combine technical proficiency with a sincere respect for the kind of mission-driven work we do in the international trade community. We’re grateful for their support and would recommend them without hesitation to other organizations seeking dependable and intelligent back office outsourcing services.

BACKGROUND

Please describe your company and position.

I am the Founder of Raspberry Circle

Describe what your company does in a single sentence.

We're an App studio based in London and Berlin with millions of users across our simple and creative consumer apps.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Stellar Staff to accomplish?

• We needed to streamline certain back-office functions without sacrificing quality or responsiveness—particularly in the areas of content moderation, user-generated data validation, app store compliance checks, and customer query triaging. Our goal was to ensure that our creative and technical teams could stay focused on building and refining new experiences without getting bogged down by time-consuming but essential backend processes. That’s when we turned to Stellar Staff.

SOLUTION

How did you find Stellar Staff?

Online Search

Why did you select Stellar Staff over others?

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

How many teammates from Stellar Staff were assigned to this project?

2-5 Employees

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

Stellar Staff came onboard to take over a range of operational duties that had become bottlenecks in our workflow. The scope of work included day-to-day user support tasks, such as tagging and categorizing feedback and user-generated content within our games, verifying app metadata and translations across multiple languages, monitoring community channels for inappropriate behavior or technical issues, and preparing regular activity reports for internal review.

One standout deliverable was a real-time moderation framework that Stellar Staff helped us implement across several of our app environments. They also created custom templates for app update checklists, which ensured that new builds were pushed live in compliance with both Apple and Google’s latest policies—something that used to be a source of delay for us.

Their team became our operational bridge between the creative work we do and the structured processes required to keep everything running smoothly in the background. They didn’t just take over tasks—they improved the way we were doing them.

RESULTS & FEEDBACK

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

Working with Stellar Staff led to some very tangible improvements in our overall operations. Our internal teams were able to dedicate significantly more time to product and gameplay design, without the interruptions of routine admin tasks. Turnaround times for tasks like content approval, compliance checks, and user feedback reporting became faster and more consistent.

What stood out most, though, was the reduction in internal error handling. Since Stellar Staff followed detailed protocols (and even created new ones where needed), we saw fewer issues slipping through the cracks. We also got positive feedback from our customer support leads, who noticed that escalations had dropped and user satisfaction with response times had increased.

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

In terms of project management, Stellar Staff delivered everything as promised—and often ahead of schedule. They provided us with a dedicated account manager who was incredibly proactive and always available for sync-ups. Communication was smooth, with weekly updates and bi-weekly performance reviews, which gave us total visibility into their team’s progress. Whenever we needed to shift priorities or add a new process, they adapted almost instantly and took ownership without needing to be micromanaged.

What was your primary form of communication with Stellar Staff?

• Virtual Meeting
• Email or Messaging App

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

What we found most impressive was their sense of ownership and the effort they put into learning our products and audience. Despite being an external partner, they were incredibly invested in our success. They asked intelligent questions, made thoughtful suggestions, and often flagged issues we hadn’t noticed ourselves. That level of attentiveness is rare in outsourcing relationships and made Stellar Staff feel less like a vendor and more like a partner.

Are there any areas for improvement or something Stellar Staff could have done differently?

If there’s anything they could improve, perhaps it would be expanding availability across more time zones. There were a few instances where having 24/7 moderation would have been helpful, especially for our mobile game communities active in the U.S. and Asia. That said, they were already working on training an extended team to provide more global coverage, and we saw solid progress on that front before our initial contract even ended.

In conclusion, Stellar Staff has been a transformative partner for Raspberry Circle. Their attention to detail, professionalism, and adaptability have significantly improved the way we manage back-office operations. They've allowed us to scale more confidently, knowing the operational side of our studio is in excellent hands. We look forward to continuing our collaboration and wouldn’t hesitate to recommend them to other creative tech teams looking for reliable operational support.

BACKGROUND

Please describe your company and position.

I am the executive of Pittsburgh Metropolitan Area Hispanic Chamber of Commerce and Foundation

Describe what your company does in a single sentence.

We are a 501c3 organization that is is the principal regional advocate for the Hispanic business community’s civic and economic interests in the region.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Stellar Staff to accomplish?

• SOP Creation
• Marketing
• Graphic design
• Outreach

SOLUTION

How did you find Stellar Staff?

Instagram

Why did you select Stellar Staff over others?

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

How many teammates from Stellar Staff were assigned to this project?

1 Employee

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

Our employee keeps track of schedules, screens emails, set appointments, creates email marketing, social media marketing, does graphic design, assist with writing press releases, updates website, creates post on job board, offers regular support to the CEO, plans travel, interacts with members and vendors, strategizes marketing as well as strategizes AI and other automation and implementation. Creates SOPs. He also creates presentations and reports for investors.

RESULTS & FEEDBACK

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

Increased social media presence, improved brand image, increase program participants, increased media visibility, increased sponsorship opportunities

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

Project management is done on Monday.com as well as with a time tracking software that includes screenshot grabs. Projects are completed with quality outcomes that are delivered efficiently, effectively and on time.

What was your primary form of communication with Stellar Staff?

• Virtual Meeting
• Email or Messaging App

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

I am most impressed by the caliber and versatility of the assistant I hired. They integrated into our organization with ease and brought a rare blend of skills — from project management and graphic design to AI and automation. Their work was not only top-tier, but transformative. I didn’t just gain help; I gained a powerful contributor who made our nonprofit more efficient, innovative, and sustainable.

Are there any areas for improvement or something Stellar Staff could have done differently?

No. When there was any bumps in the road the support provided by the stellar team was just that, stellar!

BACKGROUND

Please describe your company and position.

I am the Finance Manager of TN Homebuyers

Describe what your company does in a single sentence.

Real estate investment - we buy, sell, renovate and rent. 

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Stellar Staff to accomplish?

• Provide dedicated virtual bookkeeping support to our finance department.
• Support one of our real estate agents with administrative tasks to streamline their workflow.
• Reduce the workload of internal staff by outsourcing time-consuming, repeatable tasks.

SOLUTION

How did you find Stellar Staff?

Online Search

Why did you select Stellar Staff over others?

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

How many teammates from Stellar Staff were assigned to this project?

2-5 Employees

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

We engaged Stellar Staff to provide virtual assistant support in two key areas: bookkeeping and administrative assistance. One VA was assigned to support our finance department with daily bookkeeping tasks, invoice entry, and general ledger upkeep. The second VA supported a member of our real estate team with lead follow-up, scheduling, document preparation, and CRM updates.

Key deliverables included:

• Accurate and timely financial data entry in QuickBooks
• Reconciliation of monthly bank and credit card statements
• Streamlining agent workflows through calendar and email management
• Reliable support that reduced workload for internal team members.

Their team helped us maintain day-to-day operations while reducing internal overhead.

RESULTS & FEEDBACK

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

• Reduced bookkeeping backlog by 100% within the first 60 days of onboarding.
• Maintained accurate monthly reconciliations with minimal oversight.
• Freed up min 10–15 hours per week of internal staff time, improving productivity.
• Enhanced agent support efficiency, leading to quicker client follow-ups and streamlined document handling.

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

Stellar Staff demonstrated excellent project management throughout our engagement. They were highly responsive to our needs and made onboarding seamless. Their team consistently delivered tasks on time and adapted well to our workflow and communication preferences. When we provided feedback or needed adjustments, they were quick to implement changes and ensured we felt supported. Their proactive approach helped keep things running smoothly with minimal oversight on our end.

What was your primary form of communication with Stellar Staff?

• Virtual Meeting
• Email or Messaging App

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

What impressed me most about Stellar Staff was the quality of the candidates they matched us with and how quickly they were able to integrate into our team. The onboarding process was smooth, communication was clear and consistent, and their ability to understand our business needs made the entire experience feel effortless. Their dedication to ongoing support and responsiveness really set them apart from other staffing providers we've worked with.

I would confidently recommend them to any business looking for reliable virtual staffing support.

Are there any areas for improvement or something Stellar Staff could have done differently?

Overall, our experience was very positive. One area for improvement would be clearer expectations during the initial candidate selection process. While the team was quick to respond and eager to help, a bit more detail about each candidate's specific strengths and potential limitations up front would have been helpful. That said, they were very receptive to feedback and worked quickly to find a great match.

BACKGROUND

Please describe your company and position.

I am the Care Navigator / Office Manager

Describe what your company does in a single sentence.

Trusted Mental Health Services in Minnesota & Kansas

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Stellar Staff to accomplish?

• Improve Work-Life Balance
• Focus on Core Tasks
• Increase Efficiency
• Enhance Customer Support

SOLUTION

How did you find Stellar Staff?

Online Search

Why did you select Stellar Staff over others?

• Pricing fit our budget
• Good value for cost

How many teammates from Stellar Staff were assigned to this project?

1 Employee

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

The Virtual Assistant will support the administrative and operational needs of the business, ensuring smooth and efficient day-to-day operations. The primary responsibility of the VA is to handle administrative tasks, allowing the provider and team members to focus on core clinic functions.

RESULTS & FEEDBACK

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

Increased Administrative Efficiency and Improved Patient Communication & Satisfaction

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

Since the staff member has only just been hired this week, project management and their ability to deliver items on time will be evaluated over time as they settle into the role. 

What was your primary form of communication with Stellar Staff?

• Virtual Meeting
• Email or Messaging App

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

What I find most impressive about this company is their attentiveness to our needs.

Are there any areas for improvement or something Stellar Staff could have done differently?

One area for improvement that Stellar Staff could consider is enhancing their background checking process for Virtual Assistants (VAs), particularly in verifying the accuracy of the information provided in resumes. While most VAs are skilled professionals, ensuring that their credentials, experience, and references are thoroughly vetted can help avoid potential mismatches and improve the overall quality of candidates placed.