Virtual Operations Manager Service

Virtual Operations Manager

MelSa Productivity Assistance’s Virtual Operations Manager service delivers a combination of executive administrative and management tasks to help the operations ‘behind-the-scenes’ that can slow small businesses down.

I take a ‘big picture’ approach to supporting you, providing you and your team with proactive assistance, gentle direction, and intelligent problem-solving in line with your overall business strategy and compliance requirements.

Download a copy of the ‘Virtual Operations Manager’ summary leaflet.

Day-to-day tasks may involve:

Virtual Operations Manager London

Operations & Administration

  • Organising, maintaining and reviewing the contractual relationships with existing service providers and external suppliers
  • Correspondence management, including drafting official correspondence
  • Client service management - contracts, billing and escalation issues
  • Overseeing existing mailing lists, databases and workflows
  • Company secretarial administration

People

  • Hiring core team members and/or sourcing new contractors for specific project work
  • Carrying out new hire onboarding processes, payroll and other general HR-related tasks
  • Managing the team calendar, and coordinating team meetings and local events
  • Staff welfare management
  • Travel coordination

Financial

  • Invoice management and financial reconciliation (outsourced)
  • Budgeting and financial planning
  • Team expense management
  • Supplier payments

Projects

  • Setting up and managing shared virtual workspaces - i.e. G Suite (Gmail, Calendar, Docs, Slides, Sheets, Forms), Office365 (Outlook, Word, PowerPoint, Excel, OneNote), Slack, project management tools (Asana, Trello, etc.), virtual document storage (Dropbox, OneDrive, GDrive, Egnyte, etc.), video conferencing (Zoom, Google Hangouts, Skype, etc.), CRM systems, Canva, Evernote, LastPass, Doddle, WordPress, etc
  • Creating and implementing new operating processes
  • Corporate events management

Service Levels

MelSa Productivity Assistance provides support on a sliding scale tailored to your varying business support needs – all services are provided on a 30-day rolling contract for complete flexibility.

Fixed monthly fees start from £2,500 + VAT, increasing as the complexity of your requirements expand:

Silver

Semi-exclusive* service

Best for teams with less than 10 people and very busy teams of less than 3. 

Gold

Semi-exclusive* service

Best for teams with less than 20 people and smaller teams looking to scale.

Platinum

Semi-exclusive* service

Best for teams with 20 people or more and those with complex operations that require simplification.

(*) Within Silver, Gold & Platinum levels, the monthly service is limited to a maximum of 2 clients.

For teams of less than 3 (The “Corporate Escapees”)

Outside of the above, MelSa Productivity Assistance can offer you a personalised fixed fee based on an agreed ‘block’ of monthly hours – book a consultation for further details.

Not sure which level you need?

Start with an initial discovery session (£160 + VAT). 

If you then decide that the service is not quite right for your business, there will be no obligation to proceed with a monthly service after the session – if you do decide to go ahead, the discovery session fee will be offset against the total cost of your initial invoice.

For an illustration of how the fees compare with a traditional, salaried Operations Manager role, please visit the blog.

Good question!

There are few reasons for this, which I’ve summarised for you below:

  1. Each service level is priced according to my experience of how much of my resources are likely to be required, so there are no arbitrary time restrictions with semi-exclusive use (subject to reasonable use). There are, of course, exceptions to the rule – but good communication should avoid any misunderstandings!
  2. With a fixed fee, you know exactly how much your services will cost each month, which helps with budgeting and avoids the uncomfortable ‘nickel-and-diming’ that sometimes comes with hourly rate bills. 
  3. A fixed fee is an investment into your business, on both my side and yours. As the tiered service levels (Silver upwards) are limited to a maximum of 2 clients, you gain an engaged team member instead of an ‘optional resource’, and I focus my attention on adding value instead of tracking time.