How to Find Virtual Assistant or Business Manager

Question

Having someone (or something) capture, track, communicate and close out my tasks (manage emails, manage calendar, find/hire/manage) is invaluable. I had a virtual assistant in the Philippines but between spotty electricity and a non-robust process I need more.

People swear by Claude but I’m wondering what y’all use?

Thank you!

People swear by Claude but I’m wondering what y’all use?

Thank you!

Abel Curiel · Answer

Hello Paul,

I've used VAs from the Phillipines and other countries for over 5 years and haven't looked back.

It hasn't always been easy but below are a few things that have helped me tremendously:
- Create and Edit SOPs regularly. Gino Wickman wrote a great book "Traction" that helped me implement and refine my systems
- Use a VA staffing agency. The agency is pricier than paying a VA directly but they'll hold the VA accountable, sub someone else in if/when internet connection are unstable, and more
- Create a Loom account to record videos for any and every task. This helps with onboarding VAs

Regarding Claude, I haven't used it but am looking into it currently based on recommendations from other networks I am part of.

Lastly, I'd recommend looking into automations. Tons of youtube DIY videos to help BUT if you're like me, you might want to seek help for this as well. I've found people to hire for help setting up automations/workflows through networking and on Fiverr

Hope this helps!

Abel

Paul Pha · Answer

Thank you thank you!  Do you have a VA agency you’d recommend?  And SOPs for tasks like:

Email management

Calendar Management

Hiring management People management

I am using one now for the same reasons you mentioned.  But it’s a newer agency

I will be listening to “Traction” this afternoon.  I’m also like you in that I need help with automation…sometimes I wonder if I missed “technology” day haha.

You truly made my day, thank you!  Paul

Araba Ayomide · Answer

the VA problem you're describing is actually a systems problem, not a people problem.

when your VA has spotty electricity or quits, you're back to zero because the process lived in their head. what you need is the system first — task capture, tracking, communication workflows automated and documented — then the VA executes within that system.

most real estate operators I know who scaled past this built a central hub where everything flows: emails auto-create tasks, calendar syncs with follow-ups, communication logs in one place. then whether it's a VA, AI tool, or you running it, the system stays intact.

are you currently tracking everything manually or do you have some kind of CRM or workflow system in place?

Manuel Co · Answer

Yeah, the double payment call is peak admin pain.

The 'AI with humans on top' model is exactly what you're looking for and it does exist. Happy to point you in the right direction via DM

Paul Pha · Answer

Thank you for your thoughtful response!  I'm 100% admin because my independent property managers communicate with tenants.

For instance I spent 30 min on the phone with a bank bc I double paid a mortgage and wanted a payment reversed.  Part of my soul is depleted with admin like that lol!

I dream of a service that is so good it gets rid of my admin.  AI with humans on top sounds like the ideal scenario...now just to find and communicate with these folks!

Manuel Co · Answer

@Paul Pha

This is something a lot of investors run into: the VA model works in theory but falls apart without the right infrastructure and process behind it.

The electricity and Internet issue is real it's one of the biggest operational risks when working with independent VAs. What makes a difference is having clear processes and accountability built in, so even when disruptions happen, there's a system to fall back on rather than everything just stopping.

On the AI side, Claude is great for personal productivity but it's not really built to manage tasks, emails, and calendars on its own. Most people who get real results are pairing AI tools with a human who knows how to operate them.

What does your current task load look like is it mostly admin, tenant communication, or more of a mix?

Paul Pha · Answer

Peter this sounds like great wisdom gained over time, I will follow.  thank you!

Paul Pha · Answer

Hi Chizona thank you for the generous offer.   I will definitely take you up on it!  When similarly valued people get it, want it and can do it 400 unit portfolios happen!

Paul Pha · Answer

Jim thank you for the referral I will follow up with them!

How to Find Virtual Assistant or Business Manager

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