Email Management Virtual Assistant

Modern customers won’t wait. Providing instant responses is essential, which is why a virtual email assistant and live chat support expert are now critical investments for any growing business.

Email support, or email management, refers to the process of addressing customer concerns and requests through email. Email management services can also include following up with customers to close transactions, processing returns or refunds, and general business email correspondence.

Chat support involves providing real-time customer assistance via instant messaging platforms. It usually appears as a pop-up widget or dialog box, but many businesses also provide chat support through messaging apps such as Facebook Messenger, Viber, and WhatsApp.

An email virtual assistant (VA), or remote email support, works remotely to provide your customers with the business support services that they need. Your email VA will be in charge of monitoring your company’s major email channels and ensuring that your customers’ questions and concerns are answered efficiently and accurately.

Another email assistant task is business email management, which involves assessing which emails are important enough for relevant stakeholders in the company to read and which ones need to be forwarded to other departments or teams. This helps businesses ensure that all email correspondence is dealt with quickly and effectively and that no opportunities, such as partnerships and investments, are buried in the company inbox.

Similar to an email management virtual assistant, a chat support VA handles inquiries and concerns in the chat app. Chat support VAs usually work remotely.

Email and chat support VAs help you with live chat and outsourced email support so you can better connect with customers, clients, suppliers, or business partners. This helps speed up your business processes and improve your company’s reputation.

Sharp Reading Comprehension

Our email management virtual assistants read carefully and pick up on context before responding. They understand what a customer is actually asking, which keeps your replies accurate and as helpful as possible.

Quick Adoption of Business Processes

Our VAs absorb your processes, tone, and product knowledge quickly. Within a short time, they’re handling your inbox without needing to check internal documentation for every reply.

Multi-tasking

The workload can shift fast for VAs handling live chat alongside email. Ours are used to it. They can juggle several conversations at once, pull up account history, and still give each customer a response that feels genuine.

Clear, Professional Communication

Great email management virtual assistants write replies that get to the point, answer the question, and represent your brand well, whether you’re operating in telehealth, construction, real estate, or a range of other industries.

Before you hire live support, prepare the job requirements. Here are a few guide questions that you need to answer to know the specific type of email management services you need:

• On average, how many emails are you getting from your customers each day?
• Are you using any email tools or email marketing software?
• How fast do you want your customers’ questions answered by email management virtual assistants? Do you want a 24-hour, 48-hour, or 72-hour turnaround time?
• How complicated are your company processes?

As for chat support, experience is an important factor to consider. Try to find someone who has held at least one chat support job previously and did it well. Another factor to look at is their typing speed. Chat support VAs need to be able to type quickly and with minimal errors.

When you have the task requirements ready, the next step is to find a reliable virtual staffing company such as 20four7VA and schedule a consultation call. This call will help your VA service provider match you with the best email management virtual assistant for your needs.

Once you have a few email virtual assistant candidates to choose from, you’re going to have to review their resumes and interview your top picks so that you can get to know them better and find the perfect VA or VAs for the job.

Ready to get started? Fill out the form below or contact us for a free quote, and we’ll match you with a VA at zero upfront cost.

Can my email management virtual assistant handle customer support too?

Absolutely. Our VAs are trained to deliver broader coverage across support channels, and we also have dedicated customer support VAs if needed.

How do I make sure the VA writes in our brand voice?

This comes down to onboarding, which we handle as part of our white-glove service. Your VA will become familiar with your brand voice and style guide to get it right on day 1.

Will my email virtual assistant need a lot of oversight?

Your email management virtual assistant is trained to be familiar with the processes and types of emails you receive, so day-to-day management is minimal.