Virtual Assistant Services
Operations and Process Management Virtual Assistant Services
Scaling a business does not require more hours — it requires better systems. When operations depend entirely on founders or senior leaders to keep things moving, every expansion creates more pressure on the same bottleneck. The businesses that scale successfully are the ones that build documented processes, delegate execution with confidence, and use automation to eliminate the manual work that consumes time without producing value. A dedicated THC operations VA provides the operational leverage that makes growth manageable.
Our operations VAs handle process design and SOP documentation, project coordination, cross-team communication, reporting, and workflow automation using tools like Zapier and Make. They work inside your existing project management and communication tools to build the infrastructure that turns a busy operation into a scalable one — starting at $700 per month, with no lock-in and no overhead.
What Your VA Handles
Scope of support.
Process Design and SOP Documentation
Growth without documented processes creates chaos. Your VA interviews your team, maps your existing workflows, and builds clear Standard Operating Procedures that any team member can follow without requiring tribal knowledge. SOPs are stored in Notion, Confluence, or your preferred knowledge base — searchable, versioned, and kept current as your processes evolve. The result is an organization that runs consistently regardless of who is in the seat.
Project Coordination
Projects fail when accountability is unclear and deadlines drift unnoticed. Your VA manages project timelines in Asana, Monday.com, ClickUp, or Trello — assigning tasks, tracking progress, sending deadline reminders, and surfacing blockers before they become delays. Your team knows what they own, when it is due, and what depends on their output. Projects complete on time because someone is actively managing the execution layer.
Team Coordination and Communication
In teams of five to fifty, coordination overhead can consume a significant portion of every working day. Your VA manages cross-functional communication, runs recurring standup agendas, maintains shared task boards, and ensures that information flows between departments without requiring leadership to play telephone. Slack, Zoom, and your project management platform become genuinely useful rather than a source of constant context-switching.
Reporting and Dashboard Management
Leadership decisions should be driven by data — not by the memory of whoever was in the last meeting. Your VA builds and maintains reporting dashboards in Google Sheets, Airtable, or your BI tool of choice, pulling data from across your operations to give leadership a single, accurate view of business performance. Weekly and monthly reports are delivered on schedule, with trend analysis and anomaly flags included.
Workflow Automation
Manual repetitive tasks are the silent tax on operational efficiency. Your VA builds automation workflows in Zapier and Make that connect your tools, eliminate duplicate data entry, trigger notifications at the right moments, and move information between systems without human intervention. A well-designed automation stack saves dozens of hours per month and removes the category of errors that come from manual handoffs.
Vendor and Contractor Management
Managing a network of vendors, contractors, and service providers requires the same discipline as managing internal teams. Your VA tracks deliverables, manages deadlines, coordinates communications, processes invoices, and maintains the documentation that protects your business in disputes. Vendor relationships run smoothly because someone is actively monitoring them — not because everyone hopes the other party will stay on top of it.
Tools & Platforms
Your VA works in your stack.
Who This Is For
Built for businesses like yours.
Businesses expanding to multiple locations or markets who need operational infrastructure that can scale without the founder managing every new site from scratch.
Founders who have become the operational bottleneck — where nothing moves unless they are personally involved — and need to build systems that allow delegation with confidence.
Teams of five to fifty that have outgrown informal coordination and need proper project management, documented processes, and reporting without hiring a $90,000 operations manager.
Companies in transition — post-funding, post-acquisition, or during rapid growth — who need operational stability and documentation to maintain quality while scaling quickly.
The Cost Comparison
What the alternatives actually cost.
| Role | Local Hire | Freelancer | THC |
|---|---|---|---|
| Operations Manager | $70,000–$95,000/yr + benefits = $90,000–$125,000/yr | Project-based only, no ongoing ownership | $700–$1,300/mo, dedicated, systematic, managed |
A full-time operations manager commands $70,000–$95,000 per year in base salary in most U.S. markets. When employer taxes, benefits, and operational overhead are included, the true annual cost runs $90,000–$125,000. A freelance operations consultant works project-by-project with no ongoing ownership and no accountability for day-to-day execution. THC provides a dedicated operations VA starting at $700 per month — systematically building your processes, coordinating your projects, and managing your reporting — with a Client Manager who ensures the work is done to standard every week.
Case Study
Real results from real clients.
Challenge
A cannabis dispensary operating a single location had no documented processes, no project management system, and an owner who was personally involved in every operational decision — creating a ceiling on growth.
Solution
THC began with a single operations VA to document core workflows, build a project management system, and create the operational infrastructure needed to delegate effectively.
Result
The client scaled from one location to seven over three years, with their THC team growing to five dedicated VAs. The operations VA built the systems that allowed each new location to be onboarded efficiently — processes were documented, training materials existed, and reporting ran automatically. The owner managed by exception rather than by involvement.
Getting Started
Four steps to a dedicated VA.
Book a free 15-minute strategy call so we can understand your current operational structure, the processes that most need documentation, and the coordination challenges slowing your team down.
We match you with a dedicated operations VA whose experience fits your industry and operational complexity — typically within 48 hours of your strategy call.
Your VA completes a structured onboarding week covering your tool stack, current processes, team structure, and priority projects under Client Manager supervision.
By week two, your VA is actively documenting processes, managing project boards, and building the reporting infrastructure that gives you operational clarity and the confidence to delegate.
FAQ
Common questions.
Can my VA build Zapier or Make automations for my business?
Yes. Our operations VAs are trained in workflow automation using Zapier and Make. During onboarding, your VA will map your current manual workflows and identify automation opportunities. Common automations include CRM-to-project-management syncs, form submission triggers, automated reporting pulls, and notification workflows. More complex multi-step automations are built incrementally with testing at each stage to ensure reliability.
Can I hire multiple VAs for different operational functions?
Absolutely. Many clients start with a single operations VA and expand as their needs grow. THC manages the hiring, vetting, onboarding, and coordination of multi-VA teams — you work with one Client Manager who oversees the entire team rather than managing each VA individually. One of our clients scaled from one VA to five across seven locations, with each VA owning a distinct operational domain.
How long does it take to document our core processes?
The timeline depends on the complexity and number of processes in scope. For most small and mid-sized businesses, your VA can document core operational workflows within the first four to six weeks of engagement. Priority is given to the processes that create the most friction or risk when undocumented. SOPs are reviewed with your team before finalization to ensure accuracy and practical usability.
Can my VA help migrate us from one tool to another?
Yes. Tool migrations — from one project management platform to another, or from spreadsheets to a dedicated system — are a common operations VA task. Your VA handles data export, system configuration, data import, and team communication around the transition. A structured migration plan is built before any data is moved to ensure nothing is lost and the new system is configured correctly from the start.
Related Services
Extend your support.
Get Started
Ready to delegate?
Book a free 15-minute strategy call. We will match you with a dedicated VA trained in your service within 48 hours.