By role

Virtual administrator

In a small or medium-sized company, administration rarely has one person with one job description. Mail, documents, records, letters and reports are spread across people who have other jobs, so they get done on the side and incompletely.

A virtual administrator is an AI agent that takes over this repetitive office work on your existing tools. It does not decide for you: it prepares, sorts and reminds, and you approve whatever leaves the company.

Start the assessment

You see the savings range straight after the questions; we only ask for contact details for the full summary. No obligation. After the assessment you can request a 30-minute meeting.

What a virtual worker takes over

  • Sorting the shared inbox

    Sorts incoming email by type (enquiry, invoice, document, internal message) and routes it to the person responsible for that type, with a short summary.

  • Naming and filing documents

    Names documents according to your rule and files them in folders by year, partner or project, so they can be found without asking colleagues.

  • Keeping records

    Updates spreadsheets that are kept by hand, for example a list of contracts, deadlines, equipment or documents that are about to expire.

  • Deadline reminders

    Tells you when a contract, certificate, licence or any other deadline you have given it is coming up, with enough time for someone to act.

  • Letters and weekly reports

    From templates, drafts standard letters and a weekly overview for management from the data you give it.

What getting started looks like

This is the order of the steps. We agree the exact schedule and timings at the meeting, once we know your work.

  1. 1

    We choose one group of tasks

    We go through where administration spends most of its time today and choose one thing, most often the shared inbox or the document archive.

  2. 2

    We write down your rules

    How you name documents, who gets which type of mail, what is urgent. The worker follows your rules, not its own.

  3. 3

    Work with review

    At first, a person from administration reviews everything the worker sorts. Once sorting passes without corrections, review is reduced to a sample.

  4. 4

    Records and reminders

    Then we add records and deadline reminders, because they need access to spreadsheets and calendars.

What we need from you

  • access to the shared email inbox or folder we will sort
  • naming rules and folder structure, or an agreement to put them together with us
  • the spreadsheets where records are kept
  • a list of the deadlines to be tracked
  • a person in the company to whom the worker sends questions and exceptions

What a virtual worker does not do

  • It does not sign documents and does not grant authorisations.
  • It does not delete documents or emails.
  • It does not send anything outside the company without your approval, except types of messages you have explicitly allowed.
  • It does not decide what is confidential; you determine that.

Frequently asked questions

What is a virtual administrator?

It is an AI agent that takes over repetitive office work: sorting mail, filing documents, keeping records and reminders. HelpAi sets it up and maintains it on the tools the company already uses.

Does a virtual administrator replace an employee?

It takes over the repetitive part of the job, not the whole position. People in the company still decide, sign and manage relationships with clients and suppliers.

What if it makes a mistake when sorting?

At first a person reviews every result, and corrections are written down as new rules. The worker deletes nothing, so a wrongly sorted document can always be found and moved.

Do we need a special document management program?

No. It works on the email, shared folders and spreadsheets you already have. What can be connected, we check at the meeting.

Who can see our documents?

The scope of access is agreed before we start and limited to what the work needs. What is stored and where is aligned with the GDPR.

An estimate now, a clear figure for management.

The assessment shows the range of hours and money your company could get back. If it makes sense, the next step is a 30-minute meeting. You get the price and timeline there, once we know your work.

Start the assessment

Updated 6 November 2026.