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Virtual Receptionist

What is a Virtual Receptionist?

Intro

Virtual Receptionist is a premium live call answering service (receptionist service). Your calls are answered by our friendly, professional receptionists 24/7 to support your business in the critical process of answering the phone promptly and professionally while routing calls and taking messages for staff. We offer the same quality of service you would expect from your own in-house receptionist, but at a fraction of the cost.

You can use our call answering service an hour a day, during standard business hours, or 24/7 all year round – it’s up to you.

Whether you are a small or medium size business (SME) wanting a professional image, a larger enterprise needing support during a period of call spikes (e.g. seminar registrations, phone-in advertising campaigns) or your own in-house receptionist is sick, at lunch or on leave, our Virtual Receptionist service is the answer.

We are also a perfect solution in times of business disruption where your staff are required to work from home (WFH) and your existing telephone PABX and in-house receptionist are not functioning as per normal. The recent Coronavirus (Covid-19) is an example of this type of dislocation that could not have been anticipated, but critically Virtual Headquarters can be answering your calls in minutes by clicking Free 7 Day Trial. With the support of our professional Australian receptionists, you and your team can be working from home safe in the knowledge that all incoming calls will be answered quickly and dealt with professionally, with calls transferred to your staff or messages taken and sent to the right department or individual by email and / or SMS.

There is no need to change your existing phone number, which you may have had for years and which appears on your business cards, web site, marketing materials etc. Simply divert your existing telephone number (1800, 1300, 02, 03, 07, 08 or your mobile etc) to the local telephone number which is allocated instantly to your business during the Free Trial set up process, and our professional Australian receptionists will be answering your incoming phone calls in an instant.

VIRTUAL RECEPTIONIST
CORONAVIRUS (COVID-19) SOLUTIONS

Back-up for in-house receptionist teams
Instant call management for staff on sick leave
Work from home (WFH) call screening and transfers
Call answering to support remote working
After-hours support
Call overflow
Taking customer orders (cafes, restaurants)
Call centre operations replacement
Instant set up, no long-term contracts

Our Virtual Receptionist service is the perfect solution in these times of business disruption. Instantly set up your call answering service with our professional, Australian virtual receptionists. No PABX phone equipment required. Scale up and down as needed.

How to back-up in-house receptionists
Calls can be diverted to our virtual receptionist team in times of sickness, overload, specific times of the day, out of hours, and for specific locations or departments. Our Australian network of professional receptionists are already set up as work from home – so we’ve got you covered.

How to manage calls for staff on sick leave
When a staff member is off work sick our virtual receptionist can answer and screen calls, take and send messages via email or SMS, live transfer wanted calls or direct calls to a colleague. Update your call settings instantly online to suit your situation.

Work from home call answering service
Whether working at home (WFH) on quarantine, or remote working as part of your business continuity plan, in this time of self-containment, our virtual receptionists can instantly answer calls for any number of remote working staff. WFH phone calls are managed seamlessly across any location.

Taking customer orders
Many cafes and restaurants are moving to a home delivery model meaning they need new ways to take orders. We can take orders over the phone and send details to you by text or email. We can handle hundreds of simultaneous calls if needed. Capacity is no barrier.

What is COVID-19 Call Centre operations replacement
Many offshore operations are shutting down, leaving Australian companies without a service. Self-distancing can reduce call centre team capacity by 50%, to allow for wider seating configurations. Our virtual receptionist service offers the latest in call centre technology. We can instantly replicate your current call centre operation giving 100% call management redundancy.

Intro

What are the Benefits of having a Virtual Receptionist Service

  • Friendly, professional and Australian-based receptionists
  • Greets callers and answers basic enquiries
  • Warm transfer of calls, introducing the caller to you
  • Takes messages or redirects calls to your colleagues
  • Instantly sends messages to you via email and/or SMS
  • Use for call overflow, business hours or 24/7 to suit your needs
  • Never miss a call, calls answered in less than 10 seconds
  • Improves sales and customer service
  • Works for 1 person or a team of 1,000
  • Keep your existing number and/or use a new local, 1300 number or 1800 number
  • Access your account in real-time via the online client portal and mobile app
  • Month to month contract, cancel anytime
  • Change plans anytime to suit your needs
  • Try it for free for 7 days! No credit card needed.
How does a Virtual Receptionist manage my calls?

We have been with Virtual HQ for a year now and cannot speak highly enough about your answering service!

What more can my Virtual Receptionist do for my business?
  • You can have multiple team members, each with their own call handling settings.
  • Just like a large company, using a directory of numbers, you can choose to have the call transferred to a colleague.
  • Like your own in-house receptionist, your Virtual Receptionist is able to provide callers with basic information about your business such as what your business does, your website address, your postal address, your street address and directions, your fax number, if you are overseas when you will be returning or next available.
  • Information about your calls is available in real-time in your client portal and on the mobile app. This includes caller details and messages.
  • All calls are taken by a virtual receptionist during standard business hours (Monday to Friday 8am to 6pm) in your local time. Calls outside standard business hours are sent to your customised voicemail and voicemail notifications and messages are sent instantly via email. You can nominate to have outside business hours voicemail messages sent also via SMS.
  • For 24/7 call answering, we answer your calls 7 days a week, around the clock, 365 days of the year. Calls are managed by following the sun across our Australian, UK and USA virtual receptionist teams offering a seamless native English-speaking service.
Intro
Pricing Plans
  • Standard

    $25 / month*

    Includes:

    Pay as you go

    $3.25 per call*

    No set up fee

    Free local number

    Free email messaging

    Free voicemail to email

    MessageExpress

    PLUS

    Cold and warm call transfers

    Ask more questions about your caller

    Provide basic company information

    Month to month plan, cancel any time

    Virtual Receptionist 20

    $65 / month*

    Includes:

    20 calls per month

    Excess calls $3.20 per call*

    No set up fee

    Free local number

    Free email messaging

    Free voicemail to email

    MessageExpress

    PLUS

    Cold and warm call transfers

    Ask more questions about your caller

    Provide basic company information

    Month to month plan, cancel any time

    Virtual Receptionist 100

    $275 / month*

    Includes:

    100 calls per month

    Excess calls $3.20 per call*

    No set up fee

    Free local number

    Free email messaging

    Free voicemail to email

    MessageExpress

    PLUS

    Cold and warm call transfers

    Ask more questions about your caller

    Provide basic company information

    Month to month plan, cancel any time

*All prices are excluding GST and our Terms and Conditions apply.

Features
Live Australian Receptionists Check
7 Day Free Trial Check
Local number included Check
24 x 7 Service Check
Customised greetings Check
Email messages Check
Text messages Check
Additional numbers – 1300, 1800, local (eg. 02, 03, 07, 08) Check
Additional contacts / team members / departments Check
Individual message settings and status for each contact Check
Instantly update call handling settings Check
Online client portal Check
Mobile App – iPhone & Android Check
Tailored Plan Check
Change plans at any time Check
Month to month, no long-term contracts, cancel anytime Check
Message details – name, number, reason for call Check
Warm Call Transfer Check
Cold Call Transfer Check
Ask more questions about your caller Check
Provide basic company information Check
Getting Started

Getting started is easy. Simply sign-up to a Virtual Receptionist 7-day free trial. You will be instantly allocated a local number based on the state chosen (02 Sydney, 03 Melbourne, 07 Brisbane, ec). If you have an existing phone number, simply call forward that number to your Virtual Headquarters service number and your calls will be answered by your very own Virtual Receptionist. If you prefer, you can upgrade straight away to a subscription plan to suit your business needs.

You can put all of your call settings into the client portal immediately and our customer services team will check in with you to make sure your account is set up perfectly to meet your needs.

Step

Free Trial

Start a Virtual Receptionist Free Trial

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Step

Activate

Use the code we send you via SMS to log in and activate your account

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Set Up

Update your settings in the Client Portal

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Step

Divert

If you have an existing number, divert your calls to your Virtual Headquarters number

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Step

Upgrade

Upgrade from a free trial to a monthly plan