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Frequently Asked Questions


What hours will my Tradie VA be available?

Our office hours are 9am to 5pm Monday to Friday.  We are closed on public holiday

Can I talk to my VA outside of business hours?

Yes with prior arrangement with your VA.  Please respect our boundaries.

How can I communicate with my VA?

During your handover meeting, we find out your preference and use that. 

We do use WhatsApp for group chats and will create two for your business.

  • Office Chat - With you, Amanda, and your VA.

  • Team Chat - For all your team to communicate with Amanda and your VA.

I don't operate in Auckland, can you still help me?

100% yes!  We serve clients from Whangarei, Northland, to Raumati Beach, Paraparaumu, and are well-equipped to provide local support tailored to your specific needs, regardless of your exact location within New Zealand.

Where is would my VA be located?

All our virtual assistants at Virtual Coastie are based in New Zealand, with the current team situated in Auckland and Northland. We do not outsource tasks to international virtual assistants, so you can be assured that your VA is located in the same time zone as you. This ensures seamless communication and collaboration during your business hours, making it convenient for you to work closely with your virtual assistant. We take pride in having a local team of skilled professionals who are dedicated to providing you with top-notch virtual support tailored to your specific needs.

Can I meet my VA in person?

At Virtual Coastie, we primarily offer remote virtual assistant services, which means your assistant works from their own location, and most communication is done online or via phone. However, if you have specific needs or requests for in-person meetings or collaboration, you can discuss this with your virtual assistant. Some of our VAs may be available for in-person meetings depending on their location and your preferences. Please keep in mind that additional fees or travel expenses may apply if in-person meetings are arranged.

Our primary focus is to provide efficient and cost-effective virtual support to our clients, but we understand that there may be situations where in-person interaction is beneficial. Your assigned virtual assistant will work with you to find the most suitable communication and collaboration methods to meet your needs.

Systems and Tools

What job management tools do you use?

Here are Virtual Coastie we specialise in Fergus, however we do have experiance with simPRO, ServiceM8, WorkflowMax, NextMinute.

How do you keep my passwords secure?

We use a paid password vault called LastPass to store you passwords and codes.  We have complete control and Amanda can revoke access at anytime.

How do you keep track of the hours used?

We use Harvest to track our team time to each client.  At any point you can request detailed break down on what tasks were actioned each day.

Service Plans & Payments

When do I need to pay for my hours?

Monthly plans are invoiced in advance on the 1st of each month and are due for payment on the 7th of the month. Casual hours are paid at month end, and you are only billed for the exact hours you use.

What happens if I need more hours one month?

Additional hours can be purchased at your monthly plan rate.  These will be invoiced on the last day of the month.  We will discuss additional hours prior to using them and we will get approval in writing.

Can I change the service plan I am on?

Yes.  If the needs of your business have grown or reduced please contact Amanda and we can discuss your options.

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