New to the virtual office concept? No problem! Below please find the answers to our most commonly asked questions. Looking for more information? Never hesitate to give us a call at 516-478-9200 to discuss your business' unique needs.
According to Wikipedia, “a virtual office provides communication and address services that allow users to reduce traditional office costs while maintaining business professionalism.” A virtual office partially or fully eliminates the physical components (e.g., space, staff, and equipment) of a traditional office, allowing flexibility in workspace options and work styles.
The virtual office concept was first commercialized by Ralph Gregory, the founder of Intelligent Office, in 1995.
The 3 main components of a virtual office are:
b) A place to meet with clients when you need to.
c) A virtual receptionist or assistant who can take calls, schedule appointments, screen and route calls to you wherever you are, perform routine tasks, and more.
a) Lower overhead cost: A traditional office requires leasing office space, setting it up, hiring a full-time receptionist/assistant, buying equipment, dealing with multiple vendors, maintaining it, and so forth, which can be expensive and take up a lot of your time! A virtual office, on the other hand, does not tie up dedicated space, staff, and equipment. By pooling resources, you can still get the benefits of a physical office without paying for it full-time.
b) Project professionalism: A virtual office can provide an immediate boost to your business’s image. A good, personalized virtual receptionist service conveys a more established business presence and ensures that your clients are treated well. Meeting clients in a professional, upscale office environment that is conducive for meetings shows that you value the client’s privacy, comfort, and time. A good address commands respect and projects a certain level of success for the business.
c) Increase sales: Our clients have secured more business because we capture and convert leads more effectively. In some instances, we have been able to double the sales of our clients. A recognizable RXR Plaza business presence can also attract more leads.
d) Improve productivity and work/life balance: Our virtual assistants can do the routine work, which frees up time for you to focus on what matters most, whether that be work, family, health, or other commitments.
e) Enhance flexibility: Our services are à la carte—you pay for only what you use. As your business grows, we have the capacity to grow with you as well. You don’t need to be locked into a long-term lease (typically, at least 3 years) for a traditional office.
f) Quick setup: Whether starting a new business or testing a new market, using a virtual office can help get your business or satellite location up and running in record time.
Every business is different, and we customize a package based on your needs after an initial consultation. Call 516-478-9200 to learn more or schedule an appointment to come to our office for a tour and consultation. There is no risk in getting a consultation–you’ll only get more useful information so you can make an important decision for your business.
Unless you have more complex virtual receptionist or assistant needs, we can usually start your service two to three business days after the completion of paperwork and receipt of payment.
We are more than a call answering service – we become an extension of your business and are perceived by your callers to be your employees. We do not just greet callers and blindly transfer calls to a number or voicemail; we can answer questions about your business and products/services, screen callers, complete intake forms, schedule appointments, and more – and all done with the highest level of professionalism and customer service. We capture leads effectively and ensure your existing customers are treated well. We save you time by doing the routine work so you can be more productive.
Intelligent Office has been providing virtual receptionist services for more than 18 years. We have experience serving a diverse clientele (e.g., attorneys, financial advisors, healthcare practitioners, locksmiths, sign makers, tech firms, etc.), and are also HIPAA compliant. Our receptionists are locally based in Nassau County and they undergo rigorous initial and ongoing training in order to deliver personalized first-class service to your customers.
During an orientation period, we gain knowledge about your business and procedures. We will streamline call handling and business processes so our receptionists can help your customers in the best way possible. Call information is captured in our telephone-computer system, which allows us to take care of your callers effectively. We always try to improve the process and stay in the loop so we can quickly adapt to any changes for your business.
Of course, you can answer your own phone! But consider the situations when you may not want to…For example, what if you are meeting with a client or on a job? What if you are driving or focusing hard on writing that proposal? What if you miss the call, and the lead doesn’t want to leave a voicemail (which is often the case)? We are always available during business hours, and our virtual receptionists are professionally trained to make sure that your customers have the best possible experience on every call.
Time and money are important to every business. We understand that customers are the lifeblood of any business. While delivering excellent customer service, our virtual receptionists have helped some companies to double their bottom lines. They have also freed up time for our clients and allowed them to be more productive.
One of the reasons you may be concerned is because you know the difference between a good call and bad one is a new customer or a missed opportunity (and a repeat customer or an upset one). We will work very closely with you to ensure that your calls are answered the way you want. We have successfully transitioned clients who were initially apprehensive but are now rely on their Intelligent Office staff to handle their customers just like an employee they hired personally would.
We know that your business is unique, has specific details and processes, and that you have spent a long time becoming very good at what you do. Intelligent Office has helped a variety of businesses for more than 18 years. We have established a methodology for working with various businesses, from the simple to the complicated, to ensure that our virtual receptionists can help your customers effectively.
Every call is important to a business and should be treated with utmost care. You don’t want to miss that ONE call that could be your next biggest customer, no matter how few calls you get a day. We have plans that cater to clients who don’t get many calls, and we can scale with your needs. If you expect a spike in calls in the future (for example, when running promotional advertising), you can rest assured that we have the capacity to handle the increased volume of calls.
A prestigious address conveys your business’s professionalism. It also lets your customers know that you have a presence in one of Long Island’s most prestigious and recognizable buildings (RXR Plaza), which can help generate leads.
You can set the access times that fit your personal schedule. Unlike other virtual offices, your Intelligent Office mailbox can be 24/7-365 accessible!
A P.O. Box is a good option for some businesses, but it can mean sacrificing your business’s professional image. Also, if you want customers to find you online through a search, you need an address, not a P.O. Box. In addition, P.O. Boxes can’t forward or scan your mail, or accept packages. Finally, post offices don’t have places to meet clients. Instead of meeting at the closest Starbucks or a local diner, you can meet in our offices to ensure you have a more professional image.
No, registered agent service would be a limitation in utilizing the mailing address services.
You cannot use the address for business registration however, you can use the address in all other business visibility. Please call us at 516-478-9200 to discuss all the ways the mailing address can be used to enhance your business image.
Both are popular choices and can work well for some people. Meeting your clients at Intelligent Office, however, projects a more professional image for your business. You get a private and quiet environment, which shows your clients that you respect their business and time. Starbucks also does not have TVs, projectors, or white boards. Your meetings at Intelligent Office can be more productive. Besides, we have free coffee and tea on-site!
Our office suite, meeting room, and conference room fit 3, 6, and 8-10 around the table comfortably. We may be able to accommodate more people with chairs along the wall. The best way to see if we can meet your needs is to come to our facility and take a look.
After-hours usage is available to members of Intelligent Office. Please call us at 516-478-9200 for membership information.
You get a private, fully furnished office suite that includes Internet access, desk phone, receptionist services, including 200 calls/month answered live, mailbox and use of the mailing address, electronic lobby listing, gararge parking access, utilities, and janitorial service. Extras include printing, copying, scanning, fax, long distance, customized phone support, meeting room use, etc. Please call us at 516-478-9200 for more information.
Lower overhead is probably the biggest advantage. If you leased space on your own, you could expect to spend $4,000 to $8,000 per month, which includes rent, receptionist/assistant salary and benefits, equipment leases, furniture leases, utilities, maintenance, etc. Executive office suites are move-in ready and cost a fraction of leasing your own space. You also do not need to deal with the hassles of setting up an office, hiring a receptionist, buying/leasing equipment, and dealing with multiple vendors. When your business grows, we can scale with your needs.
If you don’t need a full-time office, consider a virtual office. We have packages starting at a fraction of the cost of a full-time office to help your business get up and running. Learn about alternative office options on YouTube at: https://youtu.be/pd-Bs5GmCVA.
We have single, double and 3-desk occupancy suites available that fit one to three people comfortably.
RXR Plaza has ample free outdoor parking available for clients of Intelligent Office and their visitors. Office space clients have garage parking access included in their monthly rent.