Service

Managed VA & Back-Office Teams

Dedicated virtual assistants and back-office teams already running the daily work for construction, security, health, property, peptide and e-commerce companies: data entry, CRM management, admin support, research and customer support.

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

The industries above are where we already run deep back-office teams. Admin roles themselves we staff for any business in any sector, and that is written out separately on the admin support page.

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

Two ways to cover the workload

Pick one, or run both The same workload can be covered by a trained assistant, built into a workflow that runs by itself, or handed to an assistant who runs the workflow. We map the process before deciding, because the answer is usually not the same for every step of it.

A trained assistant

A person doing the work on your hours and inside your tools, with a lead above them and a trained backup behind them.

Inbox, calendar, documents and anything that needs reading before acting
Calls, chasing, suppliers, scheduling and customer conversations
Exceptions, judgement calls and the cases no rule covers cleanly
Work that changes shape every week and would break an automation

A workflow that runs itself

The repetitive half of the same job built once and handed over to you, documented and yours to keep.

Moving data between systems instead of copying it by hand
Recurring reports and files assembled, named, filed and sent on schedule
Invoice, form and document details pulled out and written into the system that needs them
Alerts when a number, a status or a stock level moves past a threshold

Both together

An assistant owning the outcome while the system removes the typing. This is what lets volume grow without headcount growing at the same rate.

We watch a person run the process first, then automate only the settled parts
The assistant checks what the automation produced instead of producing it
When the process changes, the person absorbs it straight away and the system is updated afterwards

Why we do it in that order We do not automate a process we have never watched a person run. Automating an unclear process only produces the wrong answer faster and in larger quantities.

Frequently asked

What is the difference between this and hiring a freelancer?

You are hiring a team and its management, not one person. Your work is documented, a lead supervises the output, quality and volume are reported, and a second trained person covers holiday, sickness and turnover. If someone leaves, the process stays, because it lives in the documentation and the team rather than in one person's memory.

Which industries do your teams already work in?

Construction and trades, security and manned guarding, health and medical practices, property and real estate, peptide and supplement sellers, e-commerce, logistics, insurance, legal and finance. In most cases we are matching your process to people who have run the same process elsewhere rather than training it from scratch.

Can you provide one assistant, or does it have to be a team?

Either. A dedicated full-time assistant, part-time hours, a shared pool for overflow, or a small squad combining roles such as an assistant, a data entry specialist and a CRM administrator. We also provide a single expert for one specific skill when that is all that is needed.

Do you work in our own systems?

Yes. Your CRM, project tool, helpdesk, accounting system, portals and drives, using accounts you control and permissions you set. We do not require you to move to anything of ours.

How is the work checked?

Procedures are written from the way you actually work, then output is sampled against them. You get activity reporting, quality and volume figures and a regular review, and the documentation stays yours whether or not we continue.

Can the team cover our working hours?

Yes. Cover can follow United States, United Kingdom, European, Middle Eastern, Australian or Asian business hours, including after hours and weekend cover where the work needs it.

Do I need an assistant or an automation?

Usually both, and not in equal parts. The steps that never vary are cheaper as a system, and the steps that need reading, deciding or a phone call are cheaper as a person. We watch somebody run the real process first and then automate only what has settled, because automating a process nobody has mapped just produces the wrong answer faster.

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