One person who runs the admin for your whole team
AssistBPO's virtual office manager is one named person who runs the admin for your whole team. Supplies and vendors, new-hire logistics, shared calendars, expense collection, subscriptions, travel and the hundred small requests that otherwise land on the founder.
- Executive & admin
- Employed, screened, managed
Employed by the group, working your hours, with a trained backup and a team lead so the office keeps running when they are away.
What is a virtual office manager?
A virtual office manager does the job of an in-office manager for a team that is remote, hybrid or too small to hire one: handling supplier and facilities contacts, ordering equipment and supplies, coordinating onboarding and offboarding logistics, managing shared calendars and team events, collecting expenses and receipts, keeping subscriptions and access lists current, and being the person staff message when they need something sorted.
· Reviewed by Issabela Masters
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Office manager: what we do and how it runs
A virtual office manager does the job of an in-office manager for a team that is remote, hybrid or too small to hire one: handling supplier and facilities contacts, ordering equipment and supplies, coordinating onboarding and offboarding logistics, managing shared calendars and team events, collecting expenses and receipts, keeping subscriptions and access lists current, and being the person staff message when they need something sorted.
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What it is
A virtual office manager does the job of an in-office manager for a team that is remote, hybrid or too small to hire one: handling supplier and facilities contacts, ordering equipment and supplies, coordinating onboarding and offboarding logistics, managing shared calendars and team events, collecting expenses and receipts, keeping subscriptions and access lists current, and being the person staff message when they need something sorted.
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What you get
One person your whole team can ask, in your hours, in your Slack
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How it runs
Vendors, subscriptions, supplies and facilities tracked and renewed on time
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Match
A 20-minute discovery call on team size, where people work, the tools you run, who currently handles office admin and what falls through. Within 72 hours we propose a named office manager with experience running admin for a team like yours, 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 office manager desk for?
- Remote-first companies with 10 to 50 people
- No office, but plenty of office work: laptops shipped, software seats managed, offsites booked, birthdays remembered. One person owns all of it.
- Founders acting as the office manager
- You are the one ordering the printer toner and chasing the expense receipts. Hand that to someone whose job it is, and keep the hours for the business.
- Professional firms: law, accounting, advisory
- Partners need an office to run itself: supplies, couriers, CPD bookings, client hospitality, renewals for insurance and memberships, all handled quietly.
- Agencies and studios with a small physical office
- Cleaners, landlord, internet provider, parking, meeting room bookings and visitor logistics handled remotely, with a local runner only when something needs hands.
What does the office manager service include?
These 12 tasks are what AssistBPO's office manager desk handles as standard for a founder or executive.
- Team requests answered from a shared inbox or Slack channel in your hours
- Equipment, supplies and swag ordered, tracked and delivered to remote staff
- New-hire logistics: laptop, accounts, welcome pack, first-week schedule
- Offboarding logistics: access removed, equipment returned, accounts closed
- Software subscriptions and seat counts tracked, unused seats removed
- Vendor and facilities contacts managed: landlord, cleaners, internet, insurance, couriers
- Shared calendars, team meetings and all-hands logistics coordinated
- Expense receipts collected, coded and passed to your bookkeeper monthly
- Travel, offsites and team events researched, booked and run to a checklist
- Renewals tracked: insurance, memberships, licenses, domains, leases
- Company handbook, address book and internal wiki kept current
- Weekly office report: requests closed, spend committed, renewals ahead
Deliverables and KPIs
AssistBPO reports 6 measures on the office manager desk: what lands on your desk, what we count, and how often you see the number.
| Deliverable | KPI we report | Cadence |
|---|---|---|
| Team requests closed | Acknowledged within 1 hour in your hours, closed within 2 business days | Daily |
| New hires ready on day one | Equipment and accounts in place before the start date | Per hire |
| Subscription audit | Seats matched to active staff, savings flagged | Monthly |
| Renewals handled ahead of time | Every renewal flagged 30 days out with a recommendation | Ongoing |
| Expenses to bookkeeper | Receipts collected and coded by the 5th of the month | Monthly |
| Office report | Sent every Friday with open items and spend | Weekly |
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 office manager desk work?
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Match
A 20-minute discovery call on team size, where people work, the tools you run, who currently handles office admin and what falls through. Within 72 hours we propose a named office manager with experience running admin for a team like yours, plus a trained backup.
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Onboard
We set up a request channel in Slack or Teams and a shared inbox in your domain, load the vendor list, subscriptions, renewals and equipment register, agree spending limits and approval rules, and introduce the office manager to the team on a call. Requests start flowing in the first week.
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Daily rhythm
The office manager opens the request channel and inbox first thing, orders and books what was approved, chases vendors and couriers, updates the equipment and access registers and closes the day with a report of requests handled, spend committed and anything waiting on you.
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Weekly review
20 minutes with the team lead: requests by type, vendor issues, renewals in the next 60 days, onboarding and offboarding due next week and spend against the admin budget. Monthly, the subscription audit and expense pack go to you and your bookkeeper.
Hours, coverage and models
AssistBPO staffs the office manager desk on 3 models. US Eastern to Pacific, UK and Canadian business hours from the group's two offices. Australian Eastern shifts are available on request.
- Dedicated virtual office manager, 160 hours a month, for teams of 15 or more
- Part-time office manager, 80 hours a month, for teams under 15
- Office manager plus executive assistant hours for founders who need both
See what is staffed in your zone on the coverage clock.
What are the terms on the office manager desk?
The card, the contract terms and the office manager 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 virtual office manager, 160 hours a month, for teams of 15 or more |
| Coverage | US Eastern to Pacific, UK and Canadian business hours from the group's two offices. |
| Tools | 10 platforms, including Google Workspace, Microsoft 365, Slack |
| KPIs reported | 6 measures: daily, weekly, monthly |
| 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 office manager 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 | In-house executive and administrative support runs $4,700 to $9,100 a month loaded; premium US assistant firms charge $65 to $79 an hour, with Athena at $3,000 to $3,600 a month | Wishup, Marblism and Staffify roundups of Boldly and Athena published pricing, 2026 |
| United Kingdom | UK virtual PAs £25 to £45 an hour; Pink Spaghetti £35 to £40 an hour with no retainer; an experienced office or executive assistant salary about £46,000 before employer costs | SVA rate surveys and Pink Spaghetti published pricing, 2026 |
| Canada | Canada-based assistants C$25 to C$60 an hour; most small businesses buy managed offshore support at US$699 to US$899 a month | Virtual Gurus and VantaStaff published pricing, 2026 |
| Australia | Onshore virtual assistants A$39.90 to A$65 an hour; a loaded local employee A$91,000 or more a year against A$22,000 to A$35,000 offshore | Remote Staff, Smart Staffing and DotVA published figures, June to August 2026 |
Security and compliance
- Employed, background-checked office managers under NDA; never freelancers with the keys to your admin
- Spending within limits you approve; card and bank access stays with you or runs through a virtual card with a cap
- Admin access to your workspace and software granted per tool, at the lowest level that does the job, and removed when the engagement ends
- Managed devices with MFA, encrypted storage and no local copies of staff, vendor or contract records
- Staff personal details, addresses and equipment records handled under your privacy policy and retention schedule
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: staff equipment and address records handled under state privacy laws; vendor W-9s collected for your accountant
- UK: staff and vendor personal data handled under UK GDPR; the office manager works under a data processing addendum
- Canada and Australia: PIPEDA and the Privacy Act govern staff records; retention follows your policy
Frequently asked questions
How much does a virtual office manager cost?
Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For comparison, in-house executive and administrative support in the US runs $4,700 to $9,100 a month loaded, and premium US assistant firms publish rates of $65 to $79 an hour (Wishup, Marblism, Staffify roundups, 2026). AssistBPO prices one named office manager for a block of hours, with the backup and team lead in the plan rather than billed on top.
How can someone manage an office they are not in?
Almost everything an office manager does is done from a screen: ordering, booking, chasing, tracking, reminding, approving. For the few tasks that need hands, such as receiving a delivery or meeting a contractor, the office manager coordinates a local person you name, a courier or the building's front desk, and confirms it was done. Clients with a physical office typically find one short on-site errand a week is all that remains.
Who on our team can ask the office manager for things?
Everyone, through one channel. We set up a request channel in Slack or Teams and a shared inbox, so the team has one place to ask and you can see what is being asked. The office manager triages requests against the rules you set: what is approved automatically, what needs a manager, what needs you. Staff get an answer in your hours and a follow-up when the item is done.
Can the office manager handle onboarding logistics for new hires?
Yes. Once HR or the hiring manager confirms a start date, the office manager orders the laptop and equipment, creates accounts and seats in the tools you list, sends the welcome pack, books the first-week meetings and introductions and confirms everything arrived before day one. On the way out the same checklist runs in reverse: access removed, equipment returned, subscriptions freed.
Do you manage vendors and the physical office?
Yes: the landlord, cleaners, internet and phone provider, insurance broker, couriers, equipment leases and anyone else who sends the company an invoice for running the place. The office manager keeps the contact list and contract dates, raises and chases issues, prepares renewal comparisons and keeps you out of the emails until a decision is needed.
What about expenses and subscriptions?
The office manager collects receipts from staff every month, codes them and hands the pack to your bookkeeper or LedgerBPO by the date you set. Subscriptions are audited monthly against the staff list so seats for leavers are removed and duplicate tools are flagged. Most teams find savings in the first audit simply because nobody had owned the list before.
How is this different from an executive assistant?
An executive assistant works for one person: your inbox, your calendar, your travel, your follow-ups. An office manager works for the team: everyone's equipment, everyone's requests, the vendors and the office itself. Founders of small teams often combine the two in one assistant to start, then split them once the team passes about 15 people and the request volume grows.
How quickly can the office manager start?
Discovery to a named proposal is 72 hours. The request channel, shared inbox and vendor list are set up in the first week, and the team can start sending requests as soon as the introduction call is done. Building the full equipment register, subscription list and renewal calendar usually takes another two to three weeks alongside the daily 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