Strategic Admin & Coordination Support
Our team of experienced professionals can handle a wide range of administrative tasks for teams that need an extra pair of hands.
Overview
We deliver experienced administrative assistance to strengthen your existing team and maintain operational efficiency throughout day-to-day operations. We provide targeted support during workload peaks, staffing gaps, or specific coordination tasks so your team can remain focused on core responsibilities.
We operate as a direct extension of your business, utilising your systems, following your processes, and aligning with your communication style. Our aim is straightforward: to provide the structure, capacity, and consistency required to keep work moving without unnecessary friction.
Too many competing priorities
Business owners and managers often find themselves juggling client emails, staff scheduling, and compliance paperwork all at once. Important tasks get delayed, deadlines slip, and nothing feels fully under control.
Inconsistent communication flow
Communication is the lifeblood of any business, but it can be difficult to keep everyone on the same page. Without clear communication, misunderstandings can arise, and important information can get lost in the shuffle.
Limited bandwidth for growth
Valuable hours spent on coordination tasks are hours not spent on customer relationships, service delivery, or strategic planning. Growth becomes harder when you're managing the mechanics instead of driving direction.
Our admin support services
Day-to-day coordination
- Assisting with inbox management, calendar coordination, and travel arrangements for leadership teams.
- Drafting client emails, internal reports, and correspondence that maintain professional standards.
- Tracking project milestones and following up on deliverables before they become urgent.
- Maintaining contact records and CRM systems to support accurate relationship management.
Operational support
- Supporting roster creation and staff scheduling to match workload demands and compliance needs.
- Reconciling expense records and preparing financial data files for review by your bookkeeper or accountant.
- Organising shared drives, filing systems, and document storage for easy retrieval.
- Coordinating between departments or stakeholders when communication needs consistent oversight.
Outcomes you can expect
Working with Virtual Admin Co gives you reliable administrative support you can count on:
- More time available for you and key staff to focus on core business activities and customers.
- A reliable support layer that keeps operational details organised and moving forward.
- Reduced risk of missed deadlines, follow-ups, or important information slipping through cracks.
- Greater confidence that admin tasks are handled properly without constant oversight required.
How we work together
- 1
Discovery chat
We start with a conversation to understand your current setup, where support would help most, and what outcomes matter to you.
- 2
Scope agreement
We work together to outline exactly what tasks we'll support, how we'll integrate with your systems, and what success looks like.
- 3
Onboarding & setup
We get access to the tools and information we need, align with your processes, and begin providing consistent support within agreed timelines.
- 4
Ongoing coordination
Support continues on your chosen engagement model (project-based or monthly retainer) with regular check-ins to ensure things run smoothly.
Let's talk about pricing
Ongoing Support
Predictable ongoing admin needs via retainer.
starting from
$1,300 AUD
per month
(20 hours retainer, $65 per hour)
Great for ongoing admin support performing a specific set of tasks, with a fixed set of hours per month.
- Monthly fixed hours billed in advance
- Predictable costs
- Scope-based task allocation
- Direct access to the team
Project Engagement
Clear goals, defined scope, no long-term commitment.
starting from
$325 AUD
per project
(custom quotes available based on scope)
Suitable for one-off tasks such as data entry, collation of records, formatting of documents, and more.
- Fixed agreed price
- Fixed project timeline
- Clear outcome and deliverables
- Suitable for specific initiatives
Not sure where to start? Book a free, no-pressure discovery call and we’ll talk through the problem together.
Frequently Asked Questions
Be sure to get in touch if you have any questions not covered below.
Do you require access to sensitive systems?
Yes, we may need access to email accounts, calendars, or shared drives depending on the support required. All access is covered under our confidentiality and non-disclosure agreements, and we follow the Australian Privacy Principles when handling any of your data.
What are the costs of your admin support services?
Pricing can vary depending on your requirements and the scope of the tasks, so we suggest that you book a free discovery call to receive a quote customised to your business.
For a rough guide, our fixed outcome-based projects start from $325, and our ongoing support is billed monthly in advance on retainer at $65 per hour, with a minimum of 20 hours per month. Our overage charges - where you exceed the allocated retainer hours for a given month - are charged at a rate of $70 per hour.
We provide full transparency of our prices with no hidden fees.
How quickly can you start supporting us?
Most engagements can begin within 1–2 weeks of approval, allowing time for proper onboarding and system access setup. Urgent needs can sometimes be accommodated sooner - let's discuss your timeline.
Will your team be familiar with my industry?
We specialise in education sector compliance administration and have extensive experience supporting small-medium businesses. Our team has over 13 years of administrative experience across multiple sectors, giving us deep insights into industry-specific requirements. Even if your industry is new to us, our focus is on learning your processes and integrating with your existing workflows.
Can I change between engagement types?
Absolutely. Many clients start with a fixed outcome project to test the partnership, then transition to ongoing support if it suits their needs. We're flexible because we know requirements change.
What happens if support isn't working out?
If at any time while we're providing services to you that you feel our work isn't align with your standards, we'll first aim to work with you to rectify any issues you may have and ensure that we learn from your experience.
In the event that you'd like to terminate the services, we require 14 days written notice. For ongoing support on monthly retainer, unused hours are refunded to you. We'd rather work openly than hold anyone to a contract that doesn't serve them.
What kind of businesses do you work with?
We primarily support small-medium Australian businesses in various sectors including education, tourism, trades, healthcare, retail, and professional services. We're experienced in handling various business types and their specific administrative requirements.
How do I get started with your services?
Simply contact us through our website to book a discovery call. During this discussion, we'll understand your business needs and how we can help. If we're a good fit, we'll set up a trial period to ensure our service meets your expectations.
Do you offer ongoing support or one-off tasks?
We offer both flexible hourly support for one-off tasks and ongoing retainer arrangements for regular administrative support. Our flexible model allows you to choose what works best for your business.
Ready to add reliable support to your team?
Let's talk about what would work best for your business.