This guest post was written by John Porcaro, owner of Majestic Paws. In 2021, John purchased Majestic Paws, a professional dog walking and pet sitting company in Chicago. After rebuilding the company following the challenges of COVID-19, it continues to thrive today. In 2023, he expanded his business portfolio by opening a dog daycare, boarding, and grooming facility in the Chicago suburbs. John currently employs over 20 staff members across his pet care businesses and continues to drive revenue growth.
How to Find, Hire, and Vet a Time To Pet Virtual Assistant
Running a pet care business is incredibly rewarding, but it comes with a unique challenge—finding the time to step away while ensuring your company runs smoothly. Many business owners struggle to unplug, feeling tethered to their operations 24/7. Whether it’s managing scheduling, responding to client inquiries, or handling emergencies, the responsibilities can seem endless.
My name is John, and I own two pet care businesses: an in-home dog walking and pet sitting company in Chicago and a dog daycare, boarding, and grooming facility in the suburbs. Like many business owners, I found myself constantly on the clock. The moment I attempted to take a vacation, I realized just how difficult it was to step away. I needed a reliable solution to keep my business running smoothly—whether through an office manager or a virtual assistant (VA).
Office Managers vs. Virtual Assistants: Finding the Right Fit for Your Business
For many businesses, hiring a full-time office manager is the best way to streamline administrative tasks and maintain in-person oversight. Office managers play a crucial role in ensuring daily operations run smoothly, especially in businesses that require hands-on support. However, for those looking for a more flexible and cost-effective alternative, a VA can be a game-changer.
Here’s what I considered when evaluating both options:
Advantages of an Office Manager:
- On-Site Presence – Having someone physically in the office can be beneficial for handling in-person client interactions and managing on-the-ground staff.
- Immediate Response – Quick decision-making can be easier with an in-house team member who is directly accessible.
- Team Integration – Office managers often work closely with staff, fostering a sense of teamwork and accountability.
Why I Ultimately Chose a Virtual Assistant:
- Flexibility – A VA allows for scalable support, meaning I could adjust their hours based on business needs rather than maintaining a full-time payroll commitment.
- Cost-Effectiveness – Unlike a full-time office manager, a VA only bills for the hours they work, reducing overhead costs such as salary, benefits, and office expenses such as rent.
- Remote Accessibility – With modern technology, a VA can manage scheduling, client communications, and administrative tasks efficiently from anywhere, ensuring smooth operations even when I’m away.
What to Look for in a Virtual Assistant
If a VA sounds like the right fit for your business, it’s essential to find someone who is highly qualified and understands the nuances of pet care operations. Here are the key qualifications I prioritized:
- Strong Onboarding Process – A structured onboarding process that includes contracts, business overview sessions, and training on scheduling, routes, and client preferences.
- Crisis Management Knowledge – A VA must be prepared to handle unexpected challenges, such as last-minute staff call-offs and client emergencies.
- Confidentiality and Professionalism – Given the sensitive nature of customer and staff information, finding a VA who upholds discretion and professionalism is crucial.
How a Virtual Assistant Can Complement an Office Manager
For businesses that already have an office manager, a VA doesn’t have to be a replacement—they can be an extension of your administrative team. Many companies successfully use both roles together by assigning office managers in-person responsibilities while delegating remote tasks to VAs.
For example, a VA can handle:
- Client Communication – Managing inquiries, scheduling appointments, and handling customer concerns.
- Invoicing & Payroll – Ensuring payments are processed on time and staff are compensated accurately.
- Social Media Management – Maintaining an active presence on social media without pulling your office manager away from on-site responsibilities.
- Software Transitions & Consulting – Assisting with optimizing your Time To Pet system or migrating from another software solution.
Finding the Right Solution for Your Business
Whether you choose to hire an office manager, a virtual assistant, or both, the key is to find a structure that best supports your operations and growth goals. If you’re considering adding a VA to your team, I highly recommend working with professionals who specialize in pet care business management.
That’s why I created Virtual Pet Solutions—to help pet care business owners find reliable, highly trained virtual assistant services tailored to the industry. At Virtual Pet Solutions, we offer:
- A Structured Onboarding Process – Ensuring we are fully prepared before taking over administrative tasks.
- Industry-Specific Expertise – We are very knowledgably in Time To Pet, customer service, scheduling, and emergency protocols.
- Flexible, Cost-Effective Plans – You only pay for the support you need, with the option to scale up or down as your business grows.
Hiring a VA doesn’t just free up your time—it provides peace of mind knowing your business is in capable hands, even when you step away. If you’re ready to take the next step, visit VirtualPetSolutions.com to learn more about how we can help you streamline your pet care operations.
About the author: In 2021, John purchased Majestic Paws, a professional dog walking and pet sitting company in Chicago. After rebuilding the company following the challenges of COVID-19, it continues to thrive today. In 2023, he expanded his business portfolio by opening a dog daycare, boarding, and grooming facility in the Chicago suburbs. John currently employs over 20 staff members across his pet care businesses and continues to drive revenue growth.
One of the first major decisions John made when taking over Majestic Paws was transitioning to Time To Pet, a move that drastically improved operational efficiency and client satisfaction. He looks forward to integrating Time To Pet’s facility software into his boarding and grooming business in the near future.
