Managed VA & Back-Office Teams

Our teams are already doing this work

This is not a job board Apex Automation Team runs virtual assistant and back-office teams that already handle the daily workload for construction firms, security and manned guarding companies, health practices, property and real estate businesses, peptide and supplement sellers and e-commerce operators. When you bring us a process, we are usually matching it to people who have run the same process before rather than teaching it from nothing.

We supply the person and the management You get a named assistant or a team, a lead who supervises the output, documented procedures written from your own way of working, and reporting you can check. Holiday, sickness and turnover are covered by a second trained person rather than by an apology, because the process lives in the documentation and the team, not in one head.

You choose the shape of the engagement A dedicated full-time assistant, part-time hours, a shared pool for overflow, or a small squad that mixes roles such as an assistant plus a data entry specialist plus a CRM administrator. Cover can follow your business hours in the United States, the United Kingdom, Europe, the Middle East, Australia or Asia, including after hours and weekends.

Construction and trades

• Quantity takeoffs from drawing sets and on-screen takeoff markup
• Supplier quote solicitation, quote logging and levelling, scope sheets and bid form preparation
• Invitation to bid distribution, sub coverage tracking, addenda distribution and acknowledgement
• Prequalification packets, bonding and insurance paperwork, tender portal submissions
• Request for information logs, submittal registers, shop drawing tracking and transmittals
• Change orders, change directives, time and material tickets and change logs
• Daily reports, manpower logs, meeting minutes and action registers
• Subcontractor onboarding, certificate of insurance review and expiry chasing, lien waiver collection
• Certified payroll and prevailing wage reporting, permit applications and inspection scheduling
• Schedules of values, progress billing, retainage tracking and pay application packages
• Purchase orders, three way matching, job costing by cost code and budget against actual
• Three week look-aheads, milestone tracking and delay documentation
• Closeout packages: operation and maintenance manuals, warranties, as-builts and training records

Security and manned guarding

• Master roster building by site, post and shift pattern, and roster publication
• Open shift fill, callout cascades, absence cover and no-show escalation
• Licence matched and site inducted assignment, so only qualified officers are rostered
• Book on and book off monitoring, lone worker check-ins and shift confirmation calls
• Timesheet collection, exception review, scheduled against actual reconciliation and payroll file preparation
• Incident report intake, quality review, grading and escalation
• Daily activity report review, consolidation and client distribution
• Patrol and checkpoint exception review for missed checkpoints and incomplete tours
• Licence and certification tracking with renewal chasing, screening files and vetting gap follow-up
• Training matrix maintenance and refresher scheduling
• Post orders and site specific procedures, drafting and version control
• Client reporting packs, incident trend analysis and service level dashboards
• Invoicing from approved hours, margin checks, rate uplifts and billing dispute handling

Health and medical practices

• Patient scheduling, confirmations, reminders, recalls and waitlist activation
• Intake and registration, digital form chasing, insurance and identity capture
• Eligibility and benefits verification including copay, deductible and visit limits
• Prior authorisation submission, status chasing, expiry and remaining unit tracking
• Referral coordination, imaging and lab order entry, telehealth coordination
• Records requests, authorisation validation, retrieval and redaction
• Charge entry, coding support, claim scrubbing and submission
• Payment posting, denial triage, corrected claims, appeals and receivables follow-up
• Patient statements, payment plans and self-pay follow-up
• Credentialing support, payer enrolment and provider record maintenance

Property and real estate

• Listing creation and data entry, copywriting to platform limits, photo and tour uploads
• Syndication checks across portals, price and status changes, open house scheduling
• Comparative market analysis preparation, adjustment grids and seller net sheets
• Transaction coordination from contract to close, critical date calendars and contingency tracking
• Coordination with lenders, title, escrow, inspectors and attorneys, and compliance file submission
• Vacancy advertising, enquiry response, prequalification and showing scheduling
• Application processing, tenant screening summaries and adverse action notices
• Lease preparation, addenda, renewals, rent increase notices and move-in coordination
• Rent posting and reconciliation, arrears reporting, late fees and payment plans
• Rent roll, owner statements, trust and deposit account reconciliation
• Maintenance intake, triage, work orders, vendor dispatch and completion verification
• Vendor files, insurance expiry tracking and preventive maintenance scheduling
• Inspection scheduling and reporting for move-in, move-out, routine and turnover

Peptide supplement and regulated e-commerce

• Product setup with lot and batch aware inventory, variants and bundles
• Ingredient panels, allergen statements, serving sizes and net quantity on product pages
• Claim review against the rules that apply to the category, and banned term screening
• Certificate of analysis intake, matching to lot and product, and verification of identity, purity, potency and contaminant results
• Certificate publishing per lot, lot lookup pages, redaction before publication and retest date tracking
• Batch records, specifications, deviations, release records and retained sample logs
• Supplier and laboratory coordination, test request submission and out of specification follow-up
• Marketplace compliance documentation, listing suppression cases and appeals
• Traceability support, so a lot can be traced to the orders it shipped on
• Cold chain and temperature excursion handling instructions, returns and destruction records
• Subscription management, failed payment recovery and churn save workflows
• Inventory reconciliation across store, fulfilment and accounting, with expiry and short-dated reporting

E-commerce logistics insurance legal and finance

The same model works in other industries Product listing and catalogue enrichment, order and returns processing, marketplace account health and case management, inventory and purchase orders. Load entry and dispatch support, carrier onboarding and insurance verification, tracking, proof of delivery collection, invoice audit and freight claims. Policy administration, quoting support, certificates of insurance, claims intake and renewals. Case intake, file organisation, document preparation, filing support and billing. Transaction categorisation, reconciliation, payables and receivables, payroll preparation, month-end close support and management reporting.

Data entry and document work

• Manual and bulk data entry, online and offline, into web applications, portals and databases
• Copy typing, image to text entry, handwritten document entry and business card capture
• Data collection, data mining and web research against a defined brief
• List building, contact and email finding, and verification before delivery
• Data cleaning, standardisation, normalisation and formatting
• Deduplication with composite keys, fuzzy matching and survivorship rules, reported rather than silently merged
• Data validation, verification and enrichment against authoritative sources
• Conversion and migration: PDF to Excel or Word, file and format conversion, legacy system to new system
• Forms processing: applications, surveys, enrolment, claims and registration forms
• Invoice, receipt, purchase order and statement entry
• Catalogue and product data entry, attribute and variation setup and bulk uploads
• Document indexing, classification and filing
• Transcription in verbatim, clean and edited styles, with timestamps and speaker identification

CRM and systems administration

• Contact and company record creation, enrichment, ownership and association
• Duplicate identification and merging with documented survivorship rules
• Pipeline hygiene: stage accuracy, close dates, next steps, stale deal flagging and lost reason capture
• List and segment building, tag taxonomy upkeep and suppression lists
• Workflow, sequence and cadence setup, lead routing and scoring rules, with trigger testing
• Custom property creation, picklist governance, field mapping and validation rules
• Import preparation, staged test imports, error row remediation and post-migration reconciliation
• Dashboards and recurring reports, including pipeline, activity, source and conversion reporting
• Integration monitoring between the CRM and email, helpdesk, accounting, e-signature and booking tools
• Activity discipline: logging, task creation after every touch and overdue follow-up chasing

Admin support and coordination

• Inbox triage, template replies, escalation and shared mailbox monitoring
• Calendar management, multi-party scheduling across time zones and booking link administration
• Travel booking, itineraries and expense reconciliation
• Meeting notes, minutes, action capture and follow-up
• Project coordination: task creation, status chasing, risk logs and weekly reporting
• Customer support over email, chat, phone and ticket queues, with first response discipline and case documentation
• Order processing, returns, refunds and fulfilment coordination
• Recruiting support: job posting, screening, interview scheduling and onboarding coordination
• Bookkeeping support, invoicing, receipts and reconciliation preparation
• Social media and content administration, scheduling, moderation and reporting
• Website and content management system updates, listings and media library upkeep
• Procedure documentation, so the way your work is done is written down and owned by you

Research

• Market research, sizing, segmentation and trend analysis
• Competitor research, benchmarking, pricing monitoring and feature comparison
• Industry, regulatory and vertical mapping
• Scientific and academic literature research, systematic review support and evidence tables
• Prospect and account research, target list building and stakeholder mapping
• Supplier and vendor sourcing, shortlisting and comparison
• Survey preparation, fielding support, coding and tabulation
• Written summaries, comparison matrices and reports you can hand straight to a decision maker