Virtual receptionist services for marketing agencies

AssistBPO's virtual receptionist services for marketing agencies put a named receptionist on your main line who answers in your agency's name, knows which account manager owns which client, qualifies new-business inquiries with your questions and screens the daily stream of media sales reps, platform partners and vendors away from your team.

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A named person replies within 1 business day

A short call sizes the desk faster than email. We call only if you leave a number.

  • A named assistant proposed within 72 hours
  • A person replies, not a bot
  • Details stored only to reply. Privacy
This page Marketing agencies Virtual receptionist services

How does a virtual receptionist work for agencies?

Agency phones are quiet for hours and then decisive: a prospect who found you on a referral wants to talk today, a client's CEO calls because a landing page is down before a launch, a journalist wants a comment on a campaign. Your AssistBPO receptionist works your hours with a softphone on your existing RingCentral, Dialpad or Google Voice number, greets from your script, looks up the caller in HubSpot or GoHighLevel, warm-transfers to the account owner or takes a structured message that lands in the CRM and Slack. Prospects are qualified and booked with the owner or the new-business lead. Vendor calls are logged and screened. A trained backup covers breaks and leave, and the team lead scores calls monthly.

What tasks does a virtual receptionist cover for marketing agencies?

  • Answer the agency line in your name and identify clients from the CRM
  • Warm-transfer client calls to the owning account manager with context
  • Qualify new-business inquiries with your 4 or 5 questions and book a call
  • Take structured messages that post to HubSpot or GoHighLevel and Slack
  • Screen media sales reps, platform partners and vendors and log the call
  • Handle client emergencies by your escalation tree during a launch
  • Clear voicemail each morning and build the callback list per account manager
  • Cover the line during client meetings, pitches and offsites

The KPI that matters here

Answer rate within 20 seconds on the agency line and the share of new-business calls that end with a qualified booking.

What rules does a virtual receptionist follow for agencies?

  1. FTC Endorsement Guides for testimonials and influencers. Client testimonials, reviews and influencer posts the assistant handles carry the disclosures the FTC's Endorsement Guides (16 CFR Part 255) require. We never draft fake reviews, invent testimonials or post undisclosed paid content for a client.
  2. CAN-SPAM and TCPA for client campaigns. Email campaigns built for clients include sender identity, a physical address and a working unsubscribe under the FTC's CAN-SPAM Act. SMS campaigns and outbound calls run with lawful consent and do-not-call scrubbing under the FCC's TCPA rules.
  3. PECR, CASL and the Spam Act outside the US. For UK, Canadian and Australian agencies and their clients, electronic marketing follows PECR (ICO), CASL (CRTC) and the Spam Act 2003 (ACMA): consent captured, sender identified, opt-outs honored within the statutory window.
  4. Client accounts and licensed assets. Assistants access client ad accounts, analytics and social profiles through your agency's business manager or partner access, never shared passwords, and use only stock, fonts and music the agency or client has licensed.

Agencies software we work in

See all 80 tools we work in

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Virtual receptionist in other industries

Frequently asked questions

Can the receptionist qualify new-business leads for an agency?

Yes, with your questions and nothing more. A typical set covers company and industry, what they need help with, monthly budget range or team size, timeline and how they found you. Answers are logged in HubSpot or GoHighLevel, and qualified prospects are booked straight into the owner's or new-business lead's calendar with the notes attached. Unqualified inquiries get a courteous next step you define, such as a resources page or a referral partner.

How does the receptionist handle a client emergency during a launch?

By the escalation tree you set per client: who to call first, second and third, and what counts as urgent. A client reporting a broken landing page, a suspended ad account or a wrong post going live gets a calm, scripted response, the details are logged and the right person is phoned, not messaged. If the first contact does not answer inside your window, the receptionist moves to the next name until someone owns it.

Will callers know the receptionist is not in our office?

Callers hear your agency's name, your greeting and a person who knows your clients, your team and your services. We match accent and pace to your caller base during the 72-hour match, and every receptionist passes an English and phone assessment before joining a desk. The same person answers your line every day, so regular client contacts and partners get to know them by name.

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Next step

Your desk, staffed. Wherever you are.

Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours.

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Or call +1-657-777-0006 during US, UK or Australian business hours, or hear our demo receptionist.

  • A named assistant proposed within 72 hours
  • Employed, screened and managed staff, never freelancers
  • Your hours, your tools, your data
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