Gurnee, IL 60031 Kathy@YourFlexibleOffice.com (847) 548-5949

Your Flexible Office

Your Flexible Office

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Virtual Assistant Service

Business Services

 

Wouldn’t you be more productive each day if you could just concentrate on what you do best and leave the administrative, clerical and bookkeeping functions of your business to a business support specialist?

Are you ready to move your business to the next level and need an assistant who shares your vision and can work around your schedule?

We provide a full line of Administrative / Secretarial & Bookkeeping services designed to complement and support your business management style.

The key isn’t just organization, it is tracking your efforts and following projects through to completion. We can keep you on track and take care of those tasks that can and should be delegated! With our assistance, you will achieve results that will give you more time each day to steward and retain current clients while cultivating new clients to grow your business!

  • Physical office space organized for maximum efficiency
  • Business and personal commitments combined into one master schedule
  • Critical business and personal contacts organized in one place with easy access. You do all that productive networking — we have great solutions for putting those business cards to work for you!
  • Comprehensive filing and archiving systems (paper or electronic)
  • Scheduling of appointments and tasks
  • Project Management
  • Customized forms and procedures
    • No one likes paperwork, but are there things you need to track and report that would be more efficient if a special form or procedure was put into place?
    • We can create handy electronic fill-a-forms or form pads for ease of use and maximum efficiency.
  • Interface with outside services/vendors
  • Transcription Services:
    • Using Express Scribe Pro software for Windows and USB hardware, we can transcribe a multitude of audio file formats.
    • Using Express Scribe Pro software for Windows and USB hardware, we can transcribe a number of video file formats.
    • We also have a Dictaphone for transcribing microcassette tapes.
  • Proofreading & Editing Services
  • Composition of business correspondence and documents
  • Word Processing of correspondence, handbooks, manuals, mailing labels & lists, mail merged documents, proposals, contracts, reports, etc.
  • Internet Research for business, marketing or personal matters
  • Professional presentation / training materials
    • Using Microsoft PowerPoint, we can help you create presentations and/or training materials that will capture the attention of your audience and help convey your material in a dynamic and interactive way.
  • Bookkeeping – A/P & A/R data entry, invoicing, reconciliation and report generation in QuickBooks and Quicken
  • Strategies and systems to help you meet deadlines on time  And much, much more!

Law Office Support

Whether you are a sole practitioner, a small firm, or a large law office, Virtual Assistance is a smart and cost effective outsourcing strategy. A Virtual Assistant (VA) saves time and money, and is a tremendous asset. We can be Your Flexible Office, providing clerical and administrative support solutions tailored to meet your specific business needs. 

Why allow us to be your service solution?  Because the first chapter of Kathy’s career was as legal secretary to senior partners in large law firms in Pennsylvania.  She did paralegal work before certification programs became the norm. To this day she attributes her success in subsequent positions to the intense training and attention to detail learned in those law offices. 

LinkedIn-logo<– See Kathy’s Profile on LinkedIn.

 

We understand the demands on your time and your need to run a lean, time and cost-efficient operation. We will work with you as collaborative partners, maintaining the deadline-driven pace of your office with complete accuracy and confidentiality. You can rely on us to provide full service administrative support or project based support services, including:

  • Legal document production/revision
  • Spreadsheets, tables, timelines
  • General correspondence
  • Transcription of audio and video files using the latest software, or the trusty Dictaphone for microcassette tapes
  • Calendar management & appointment confirmation 
  • Task/Tickler tracking systems
  • Contact database maintenance
  • Internet research
  • Email organization solutions
  • Marketing campaign distribution
  • Mail merge & mass mailing projects
  • Proofreading
  • Time tracking and invoicing
  • Overflow typing & data entry
  • Whatever functions you CAN and SHOULD delegate!

For sole practitioners and small law offices.  Let us help with those administrative responsibilities that are keeping you from concentrating on representing and cultivating your existing clients to the best of your ability, while freeing up time to build your base of new clients.

For larger firms.  Let your current office staff take care of the matters most important to you, and let them decide how to best utilize this valuable assistance for more routine tasks or overflow typing. We can provide additional support at peak times without the need to pay for temp services, and can avoid the time and cost to orient personnel to office equipment, systems and procedures.

Monthly retainer arrangements or competitive hourly rates are available.  The overhead cost of a VA is based solely on use, and that means overhead that more closely follows the billable work product. We are independent contractors and our full service office provides everything you need.

Take this one simple step to move your practice to the next level.
Retain us to be Your Flexible Office.
Together we can hit the ground running!

Contact Database Management

Identification, Communication & Stewardship Strategies for all of your most important constituencies

  • Review and cleanup of your contact database
  • Research to reconnect with lost contacts and establish new relationships
  • Identification of customer, prospect, referral or other constituencies that are critical contacts for your business
  • Establish “touchpoints” (newsletters, promotions, postcards, announcements, invitations, press releases, holiday cards, etc.)
  • Create touchpoint plan to communicate, cultivate and steward your most important constituencies
  • Create tracking and reporting systems to utilize this data
  • Continually add prospects to your business pipeline

Time Tracking & Invoicing

  • Systematic time tracking and invoicing solutions
    • Establish a method of tracking your time that works for your industry and with your busy schedule
    • Track reimbursable expenses so they can be appropriately and consistently charged to clients
    • Establish an invoicing schedule
    • Create invoices that reflect your business and meet the specific needs of your clients/customers
    • Track payments and deal with delinquencies in a timely manner
  • Time management strategies & systems to help you meet deadlines on time
    • Do you have a good idea where all of your time goes in a day?
    • Do you feel you are using your time to constantly put out fires?
    • Are you meeting deadlines on time?
    • Do you have enough time for proactive thinking and planning?
      We will help you develop a customized schedule that focuses your time strategically and utilizes Your Flexible Office staff to your best advantage!

The key isn’t just organization, it is tracking your efforts and following projects through to completion. We can keep you on track and take care of those tasks that CAN and SHOULD be delegated!

Scanning & Digitization Services

Your Flexible Office offers a variety of scanning and digitization services to help individuals and small businesses preserve, archive, index and access existing content digitally.

In addition to our high speed, receipt, and flatbed scanners used to create electronic documents and files, we now have a state-of-the-art overhead book scanner.  Digitizing and archiving valuable books, documents, and permanent records are essential in order to protect critical information from natural deterioration and for disaster recovery.

Our high-speed scanner can quickly turn your hard files into digital, searchable, electronic files, eliminating the need to continually add file cabinets to your office or pay for additional closed / archival storage space.

Our receipt scanner can turn your purchase receipts into searchable, digital files from which simple, quick reports can be generated.

Our flatbed scanner can turn fragile documents into digital files for permanent record storage.

Our overhead book scanner provides a non-destructive scanning process which can convert nearly any size bound book or document to fully searchable PDF files utilizing high-end OCR (Optical Character Recognition) software technology so each book is fully searchable. We can also bookmark and index chapters or sections so you can easily access the information you need quickly.  Bound books are carefully scanned open faced with book flattening software, capturing each image from above, eliminating blurriness and curvature at the spine.

Highlights of our book scanning process:

  • Scans in color, grayscale and monochrome
  • Software has the ability to adjust color, rotate, crop, delete or rename images
  • Usable scan area is about 11.5 x 16.5 inches with 250 dpi resolution
  • Face-up, open book scanning to enable fast page turning with minimal stress on bindings
  • Auto-correction of curved text lines, shadowing & text compression due to book bindings
  • Scanned two-page spreads are recognized as individual pages for single page viewing
  • High quality image output of detailed photos, tables, charts, graphs and diagrams often make them searchable as well
  • Export image formats: PDF, Searchable PDF, Word, Excel, TIFF, JPEG
  • 100% QC for each image to ensure the highest quality output

What Types of Media Can We Digitize?

  • Books, Textbooks, Magazines, Periodicals, Catalogs, Manuals
  • Rare or Fragile Books, Documents, Certificates
  • Technical Drawings, Diagrams and Documents
  • Historical Texts and Records
  • Valuable Family Heirlooms like Photo Albums, Scrapbooks, Yearbooks, Vital Permanent Records, Military Paperwork, Cookbooks, Genealogy Records

Pricing

No two documents are alike or in the same condition. Because each scanning process is tailored to the project scale, quality of the media, and detail level of the output, pricing is structured on a project by project basis. Our no-cost consultation and reasonable / competitive project or hourly rates will ensure your desired outcome. We’ll work closely with you to find the perfect solution!

Kathleen Kowalczyk
 Your Flexible Office
Virtual Assistant Service
Gurnee, IL  60031
Phone:  (847) 548-5949
Kathy@YourFlexibleOffice.com