Background
Sparkling Homes had steady demand, but admin tasks piled up after hours and during busy weeks. Owner Michelle Allegrezza needed phones answered, calendars kept tight, and follow-ups handled so she could train two new cleaning techs without losing momentum.
Challenge
Leads arriving after business hours went cold, schedules slipped when the owner was in the field, and estimate follow-ups lacked a consistent rhythm—creating missed bookings and more owner stress.
Objectives
Capture after-hours inquiries, maintain calendar integrity while the owner trained new staff, and standardize follow-ups to convert interested prospects into paying clients.
Implementation
The VA routed calls, texts, and inbox/chat in real time; booked jobs and set reminders; logged notes in the client’s system; and executed same-day and scheduled follow-ups on open estimates. Service recovery steps and FAQs were documented to resolve issues quickly.
Our Approach
Our approach started with a coverage plan that aligned the virtual admin’s availability to business hours and after hours. We built clear playbooks with intake scripts, scheduling rules, and follow up cadences, then gave a dedicated admin ownership of phones, inbox and chat, reminders, and service recovery. To keep oversight simple, we sent a brief daily recap so Michelle could review and approve without micromanaging.
Impact
After-hours capture plus consistent follow-ups turned busy days into predictable growth. Michelle shifted time to high-value work—hiring and training—while the admin engine kept phones, schedules, and customer communication on track.
Results
Within the first month Michelle booked two new clients in about 10 minutes after hours and recorded +$2,000 month-over-month revenue. The VA ran operations for the week so the owner could train two new techs, with smoother calendars, fewer missed opportunities, and faster responses across channels.
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