Timesheets and onboarding files done
AssistBPO's HR virtual assistant takes on the people admin that piles up in a growing company. Timesheets collected and checked, onboarding paperwork chased and filed, employee records kept current, leave tracked and payroll inputs prepared for your provider, in your hours.
- Data & back office
- Employed, screened, managed
One named person who runs the process; your managers and your HR adviser make the decisions.
What does an HR virtual assistant do?
An HR virtual assistant handles the administrative side of managing people remotely: collecting and checking timesheets, preparing payroll inputs, chasing and filing onboarding documents, maintaining employee records in your HR system, tracking leave and certifications, and drafting standard letters from your templates. The assistant runs the process to your policies; decisions and advice stay with your managers and HR professionals.
· Reviewed by Issabela Masters
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HR admin: what we do and how it runs
An HR virtual assistant handles the administrative side of managing people remotely: collecting and checking timesheets, preparing payroll inputs, chasing and filing onboarding documents, maintaining employee records in your HR system, tracking leave and certifications, and drafting standard letters from your templates. The assistant runs the process to your policies; decisions and advice stay with your managers and HR professionals.
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What it is
An HR virtual assistant handles the administrative side of managing people remotely: collecting and checking timesheets, preparing payroll inputs, chasing and filing onboarding documents, maintaining employee records in your HR system, tracking leave and certifications, and drafting standard letters from your templates. The assistant runs the process to your policies; decisions and advice stay with your managers and HR professionals.
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What you get
Timesheets, onboarding files, records and leave handled by a named assistant
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How it runs
Payroll inputs prepared for your provider, never run or approved by us
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Match
A 20-minute discovery call on headcount, pay cycles, your HR system and who makes people decisions. Within 72 hours we propose a named HR assistant with experience in your kind of workforce, plus a trained backup.
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A named assistant, a backup and a team lead
In your hours, inside your tools, with a reply from a person within 1 business day. Call +1-657-777-0006 or ask for a staffing plan.
Get a staffing plan 06 / 06
Who is the HR admin desk for?
- Companies with 10 to 150 staff and no HR team
- The owner or office manager is doing HR at night. The assistant takes the timesheets, files, reminders and letters so the people who know the team can focus on the team.
- Home care, trades and shift-based employers
- Timesheets from the field checked against rosters, certifications and licenses tracked before they expire, new-hire packs completed before the first shift.
- Recruiting and staffing agencies
- Candidate onboarding packs, right-to-work checks logged, timesheets collected from placements and consolidated for invoicing and payroll.
- HR managers who need a second pair of hands
- A trained assistant inside your HRIS for the admin, so you spend your hours on performance, policy and people.
What does the HR admin service include?
These 12 tasks are what AssistBPO's HR admin desk handles as standard for an operations manager.
- Timesheets collected, checked against rosters and chased before the cutoff
- Payroll inputs prepared: hours, rates, leave, expenses, changes
- New-hire packs sent, chased, checked and filed
- Employee records maintained in your HRIS or personnel folders
- Leave requests logged, balances tracked, calendars updated
- Certifications, licenses and training renewals tracked and chased
- Standard letters drafted from your templates for manager sign-off
- Review, probation and training dates scheduled and reminded
- Job posts published and applications organized for the hiring manager
- Offboarding checklists run: access, equipment, final documents
- HR calendar of deadlines, renewals and reporting dates kept current
- End-of-day report with items completed, chased and waiting on managers
Deliverables and KPIs
AssistBPO reports 6 measures on the HR admin desk: what lands on your desk, what we count, and how often you see the number.
| Deliverable | KPI we report | Cadence |
|---|---|---|
| Timesheets in by cutoff | Share of timesheets received and checked before the payroll cutoff | Per pay period |
| Payroll inputs | Input file delivered to the provider on the agreed day, with a change log | Per pay period |
| Onboarding completeness | New hires with a complete file before day one | Per hire |
| Record accuracy | Employee records matching the audited sample | Monthly |
| Expiry tracking | Certifications and documents renewed before expiry, target zero lapses | Weekly review |
| QA scorecard | Accuracy, timeliness, confidentiality, follow-through | Monthly |
KPIs are what we measure and report, agreed per engagement in the weekly review. Service-level commitments are set in your agreement, not on this page.
How does the HR admin desk work?
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Match
A 20-minute discovery call on headcount, pay cycles, your HR system and who makes people decisions. Within 72 hours we propose a named HR assistant with experience in your kind of workforce, plus a trained backup.
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Onboard
We document your pay cycle, onboarding and offboarding checklists, letter templates, approval chain and confidentiality rules, get a scoped role in your HRIS and payroll portal, and run one full pay cycle under close review.
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Daily rhythm
Your assistant chases and checks timesheets, processes new-hire and leaver paperwork, updates records and leave, sends reminders on renewals and reviews, drafts letters for sign-off and closes with an end-of-day report of what was done and what is waiting on a manager.
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Weekly review
20 minutes with the team lead: pay-cycle readiness, open onboarding files, upcoming expiries, letters awaiting sign-off and next week's dates. Monthly, the team lead audits records and process adherence on the QA scorecard.
Hours, coverage and models
AssistBPO staffs the HR admin desk on 3 models. US, UK, Canadian and Australian business hours from the group's two offices, aligned to your payroll cutoffs.
- Dedicated HR assistant, 80 or 160 hours a month, in your hours
- Part-time block sized to your pay cycle and headcount
- Project to build employee files, an HR calendar or an onboarding process
See what is staffed in your zone on the coverage clock.
What are the terms on the HR admin desk?
The card, the contract terms and the HR admin desk's own numbers, in one place.
| Specification | What you get |
|---|---|
| Focus, 20 hours a week | $800 a month, 80 hours |
| Dedicated, 40 hours a week | $1,600 a month, 160 hours |
| Desk | Data & back-office desk |
| Standard schedule | Dedicated HR assistant, 80 or 160 hours a month, in your hours |
| Coverage | US, UK, Canadian and Australian business hours from the group's two offices, aligned to your payroll cutoffs. |
| Tools | 10 platforms, including Google Workspace, Microsoft 365, QuickBooks Online |
| KPIs reported | 6 measures: monthly, per hire, weekly review |
| Setup fee | None |
| Minimum term | Month to month, no lock-in |
| Notice | 30 days, to stop or to change hours |
| If the fit is wrong | Trained backup covers the desk the same day, re-match at no charge |
| Continuity | One named assistant, one named backup, one team lead |
| Who does the work | Employed by SS Support Network LLC, never freelancers or contractors |
These are rate-card starting points. What you pay depends on the hours, the desk and the coverage window, which is what the staffing plan sets. Rates improve as you add assistants. Your staffing plan states the rate for the number of seats you need. The rate card carries the other currencies, the add-ons and the six things that move a plan off it.
How much does HR admin cost?
Plans start at $400 a month for 40 hours, at $10 an hour, and rates improve as you add assistants. Get a staffing plan within 1 business day.
What moves the plan
- Hours a week and whether the desk is dedicated or shared
- Phones: live answering needs a receptionist profile and a backup
- Coverage zone: business hours, after-hours, weekends or 24/7
- Tools and access to set up
- One person or a pod with a lead
What the market publishes
Other providers' published ranges, by market, so you have something to hold this against. These are not AssistBPO prices.
| Market | Published range | Source |
|---|---|---|
| United States | Offshore managed assistants $7 to $15 an hour or $640 to $2,400 a month full-time; US virtual assistants average $19.45 an hour on PayScale; in-house administrative support $4,700 to $9,100 a month loaded | Wishup 2026 Industry Report; PayScale via Wishup, Marblism and Cherry Assistant, 2026 |
| United Kingdom | UK-based VAs £25 to £45 an hour, PayScale employed average £15.33 an hour; offshore full-time £900 to £2,000 a month | PayScale UK, SVA surveys and UK agency pricing pages, 2026 |
| Australia | Offshore managed staff A$8 to A$35 an hour; onshore VAs A$39.90 to A$65 an hour; a full-time offshore hire A$22,000 to A$35,000 a year against A$91,000 or more loaded locally | Virtual Coworker, DotVA and Australian agency pricing, 2026 |
| Canada | Canadian VAs C$25 to C$60 an hour; managed offshore plans US$699 to US$899 a month | Virtual Gurus and VantaStaff published pricing, 2026 |
Security and compliance
- Background-checked, employed assistants under NDA; never freelancers
- Scoped access to your HRIS and payroll portal: view and prepare, never approve, release or change bank details
- Identity, tax and bank documents stay in your HR system; nothing is downloaded, forwarded or stored locally
- Managed devices with MFA, monitored access and a confidentiality briefing on your workforce
- Employee personal data handled under state privacy laws, UK GDPR, PIPEDA and the Privacy Act; health-related records under your policy
Full control list on the security page and country rules for calls, texts and email on the compliance page. Certifications are listed only when held.
Country rules for this service
AssistBPO makes outbound calls, texts and emails only with lawful consent and do-not-call scrubbing. Assistants never take card numbers. Country rules.
- US: I-9 and state new-hire paperwork prepared for your manager's verification; we do not verify identity documents in person
- UK: right-to-work checks and records are the employer's legal duty; the assistant logs and files, the employer verifies
- Canada and Australia: employee data handled under PIPEDA and the Privacy Act; Fair Work and provincial record-keeping periods reflected in the retention schedule
Frequently asked questions
How much does an HR virtual assistant cost?
Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For orientation, offshore managed assistants are published at $7 to $15 an hour or $640 to $2,400 a month full-time, against $4,700 to $9,100 a month loaded for an in-house administrative hire (Wishup 2026). Hours scale with headcount and pay frequency; a weekly pay cycle for field staff needs more than a monthly one for office staff.
Does the assistant give HR advice?
No. The assistant runs your processes and drafts from your templates; employment decisions, policy interpretation, disciplinary matters and anything with legal weight stay with your managers, your HR adviser or your employment lawyer. When something arrives that needs judgment, it goes to the right person with the file attached, not to the desk.
Can you run our payroll?
We prepare it; we do not run it. The assistant collects and checks timesheets, applies approved changes, prepares the input file and reconciles it to the roster. Your payroll provider, accountant or LedgerBPO processes and releases payment, and your authorized person approves it. We never hold bank credentials or change bank details.
Which HR and payroll systems do you work in?
Whatever you use: the HR module in QuickBooks Online or Xero, scheduling and timesheet tools such as AxisCare, ServiceTitan and Jobber, spreadsheet-based systems, and most cloud HRIS and payroll portals with a scoped user role. Access is granted by you, limited to what the process needs, and can be changed at any time.
How do you handle onboarding paperwork?
From a checklist per role and location: offer letter, contract, tax forms, right-to-work or eligibility documents, bank details form, policies acknowledged, equipment and access requests. The assistant sends the pack, chases gaps, checks each item is complete and files it, so the new hire starts with everything done. Verification that must happen in person stays with your manager.
Can you track licenses and certifications?
Yes. Driver licenses, first-aid, care certificates, trade licenses, visas and mandatory training are logged with expiry dates in your system or a tracker, with reminders to the employee and manager before expiry and a weekly list of what is due. For company-level certificates and insurances, see our compliance admin desk.
How is confidential employee data protected?
Assistants are background-checked employees of the group under NDA on managed devices with MFA and no local storage. They work inside your HR system through a scoped role, identity and bank documents are never downloaded or forwarded, and access is logged. Health-related information is handled only as your policy directs.
Is it the same person every pay cycle?
Yes. One named HR assistant learns your people, your rosters and your cutoffs, which is what makes timesheet chasing quick and payroll inputs accurate. A trained backup is briefed on your cycle and covers leave, and a team lead runs the weekly review and monthly QA scorecard. Staff learn who to send their timesheet to, which alone removes most of the chasing after the first two cycles.
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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.
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