SOPs written, processes followed
AssistBPO's operations virtual assistant writes the SOPs your team keeps in its head, runs the recurring processes those SOPs describe and coordinates the vendors around them, in your hours. The assistant is an employee of the group, not a freelancer, with a trained backup and a team lead, so the process keeps running when one person is away.
- Executive & admin
- Employed, screened, managed
What does an operations virtual assistant do?
An operations virtual assistant documents how a business runs and then keeps it running: writing standard operating procedures, executing recurring processes such as month-end packs, renewals and audits, coordinating suppliers and service vendors, and reporting exceptions to the owner. The role sits between admin and management: the assistant does not set policy, but makes sure the agreed policy is followed and recorded every time.
· Reviewed by Issabela Masters
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Operations assistant: what we do and how it runs
An operations virtual assistant documents how a business runs and then keeps it running: writing standard operating procedures, executing recurring processes such as month-end packs, renewals and audits, coordinating suppliers and service vendors, and reporting exceptions to the owner. The role sits between admin and management: the assistant does not set policy, but makes sure the agreed policy is followed and recorded every time.
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What it is
An operations virtual assistant documents how a business runs and then keeps it running: writing standard operating procedures, executing recurring processes such as month-end packs, renewals and audits, coordinating suppliers and service vendors, and reporting exceptions to the owner. The role sits between admin and management: the assistant does not set policy, but makes sure the agreed policy is followed and recorded every time.
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What you get
SOPs written from screen recordings and interviews, then kept current
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How it runs
Recurring processes run on a checklist with a completion log
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Match
A 20-minute discovery call on how the business runs today, which processes hurt most, the tools you use and who owns what. Within 72 hours we propose a named operations assistant with experience in your kind of business, 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 operations assistant desk for?
- Founders with 5 to 25 staff and no ops manager
- Every process lives in your head or in three people's inboxes. An operations assistant writes it down, runs it and tells you only when something breaks the pattern.
- Agencies and consultancies
- Client onboarding, monthly reporting and renewals follow the same steps every time. Put them on a checklist someone else owns so account managers stay with clients.
- Multi-location clinics, gyms and service businesses
- Supplies, maintenance contracts, license dates and opening checklists across three sites, tracked in one place and chased before they slip.
- Franchisees and operators with a brand manual
- The manual says what should happen weekly. The assistant turns it into a run sheet, completes it and files the evidence for your next audit.
What does the operations assistant service include?
These 12 tasks are what AssistBPO's operations assistant desk handles as standard for an operations manager.
- SOPs written from screen recordings, interviews and the notes you already have
- Process library kept in Notion, Google Drive or SharePoint with version dates
- Recurring processes run on schedule: month-end packs, renewals, audits, stock checks
- Checklists completed and logged for every run, with exceptions flagged
- Vendor coordination: quotes, contracts, renewals and service issues chased
- Internal requests triaged to the right owner and followed to completion
- Staff and contractor onboarding and offboarding checklists run end to end
- Tool and subscription inventory kept current, seats added and removed
- Ops meeting cadences maintained: agendas, notes and action follow-up
- Weekly process metrics collected into a one-page ops dashboard
- Templates for recurring documents, letters and forms maintained
- End-of-day report with processes run, exceptions and open vendor items
Deliverables and KPIs
AssistBPO reports 6 measures on the operations assistant desk: what lands on your desk, what we count, and how often you see the number.
| Deliverable | KPI we report | Cadence |
|---|---|---|
| SOPs written and approved | Processes documented against the agreed backlog | Weekly |
| Recurring processes completed on time | Runs completed by the due date, exceptions logged | Daily, in the end-of-day report |
| Vendor items closed | Open vendor requests older than 5 business days | Weekly |
| Renewals and expiries tracked | Items flagged 30 days before the date | Ongoing |
| Ops dashboard | Sent every Monday with the week's numbers | Weekly |
| Process library review | SOPs older than 6 months rechecked with the owner | Quarterly |
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 operations assistant desk work?
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Match
A 20-minute discovery call on how the business runs today, which processes hurt most, the tools you use and who owns what. Within 72 hours we propose a named operations assistant with experience in your kind of business, plus a trained backup.
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Onboard
Week one is a process inventory: the assistant lists every recurring task, who does it and how often, then ranks the SOP backlog with you. The first five SOPs are drafted from screen recordings and short interviews, and the run calendar goes live before the end of week two.
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Daily rhythm
A morning check of the run calendar, processes due today completed and logged, vendor follow-ups sent, internal requests routed, and one SOP drafted or updated. The end-of-day report lists what ran, what was skipped and why, and what needs your decision.
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Weekly review
20 minutes with the team lead: processes completed, exceptions and their causes, vendor items still open, SOPs finished this week and the backlog for next week. Each quarter the team lead audits a sample of completed checklists against the SOP for accuracy.
Hours, coverage and models
AssistBPO staffs the operations assistant desk on 3 models. US, UK, Canadian and Australian business hours from the group's two offices, so vendor calls and internal requests land in your working day. AEST shifts are available on request.
- Dedicated operations assistant, 160 hours a month, for businesses with 10 or more recurring processes
- Part-time operations assistant, 80 hours a month, for smaller teams
- SOP documentation project, then a lighter monthly block to keep the library current
See what is staffed in your zone on the coverage clock.
What are the terms on the operations assistant desk?
The card, the contract terms and the operations assistant 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 | Executive & admin desk |
| Standard schedule | Dedicated operations assistant, 160 hours a month, for businesses with 10 or more recurring processes |
| Coverage | US, UK, Canadian and Australian business hours from the group's two offices, so vendor calls and internal requests land in your working day. |
| Tools | 10 platforms, including Notion, Google Workspace, Microsoft 365 |
| KPIs reported | 6 measures: daily, weekly, ongoing |
| 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 an operations assistant 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 | A loaded in-house assistant runs $4,700 to $9,100 a month; managed remote assistants $640 to $2,400 a month full time; Indeed puts the average virtual assistant at $27.15 an hour | Indeed via Wishup; Cherry Assistant and Marblism cost guides, 2026 |
| United Kingdom | UK-based virtual assistants £25 to £45 an hour, with an experienced EA salary around £46,000; offshore full-time staff £900 to £2,000 a month | SVA surveys, PayScale UK and UK agency pricing pages, 2026 |
| Australia | Agency retainers A$800 to A$3,000 a month; onshore assistants A$39.90 to A$65 an hour against offshore managed staff at A$8 to A$35 | DotVA, Virtual Coworker and Smart Staffing published pricing, June to August 2026 |
| Global | Administrative assistants are 31.5 percent of the human virtual assistant market, which stands at $6.5 billion in 2026 | Wishup 2026 Industry Report |
Security and compliance
- Employed, background-checked assistants under NDA; never freelancers or contractors
- Least-privilege access to your process library, vendor portals and finance tools, revoked the day the assignment ends
- Vendor payments are approved and released by you; the assistant prepares and chases, never pays
- Managed devices with MFA, encrypted disks and no local copies of contracts or supplier data
- SOPs and process records stay in your workspace under your retention policy, not ours
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: vendor W-9 and insurance certificates collected and filed for your accountant; spend approval stays with you
- UK and EU suppliers: contract and personal data handled under UK GDPR with a data processing addendum where needed
- Australia and Canada: supplier and staff records kept under the Privacy Act and PIPEDA retention rules you set
Frequently asked questions
How much does an operations virtual assistant cost?
Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For a sense of the market, 2026 cost guides put a loaded in-house assistant in the US at $4,700 to $9,100 a month, while managed remote assistants run $640 to $2,400 a month full time (Wishup, Cherry Assistant, Marblism). AssistBPO prices per named person for a block of hours, with the backup, team lead and weekly review included.
How do you write an SOP for a process only I know?
You record your screen once while doing the task and talking through it, or we book a 15-minute call. The assistant turns that into a numbered procedure with screenshots, decision points and the tools involved, then runs the process from the draft to prove it works. You approve the final version. Most SOPs take one recording and one revision; the ones with exceptions take two.
Will the assistant actually run the processes, or just document them?
Both, and running them is the point. Documentation without execution goes stale in a month. The assistant owns the run calendar, completes each process on its due date, logs the checklist and raises exceptions. When a process changes, the SOP is updated the same week because the person running it is the person maintaining it.
Can the assistant deal with our vendors directly?
Yes, within rules you set. Typical scope: requesting quotes, chasing deliveries and service tickets, logging contract renewal dates, comparing renewal terms and preparing a recommendation. Signing contracts, approving spend and changing payment details stay with you. The assistant uses an email address in your domain so vendors see one consistent contact.
What tools do you work in?
Whatever you already use. Process libraries usually live in Notion, Google Drive or SharePoint; run calendars in Asana, ClickUp or Monday; requests in Slack or Teams; vendor records in Airtable or a spreadsheet. If you have nothing yet, we set up a simple library and run calendar during onboarding using tools you own, so the work stays yours if we ever part ways.
How is this different from a project coordinator or an office manager?
A project coordinator runs things with a start and an end: a launch, a build, a migration. An office manager runs the admin of a team: supplies, onboarding logistics, facilities. An operations assistant runs the recurring processes of the business itself: the month-end pack, the renewal cycle, the audit checklist, the vendor list. Many clients combine two of these in one person once the volume is clear.
How quickly can the assistant start?
Discovery to a named proposal is 72 hours. The process inventory takes the first week, the first SOPs land in week two and the run calendar is live by then. Full coverage of a business with 20 to 30 recurring processes usually takes six to eight weeks of documentation alongside daily running, and you see the ops dashboard from the first Monday.
What happens when the assistant is on leave?
The trained backup steps in. Because every process is written down and every run is logged, the backup picks up the run calendar, follows the same checklists and sends the same end-of-day report. The team lead checks the handover on day one. This continuity is the main reason clients choose a managed assistant over a freelancer for operations work.
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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