Back office, mail handling and call answering
Someone answers and files for you without a full-time hire.
Zura Labs & Business Hub Co., Ltd.
We run back-office work for small businesses: answering calls in office hours, handling mail and parcels, filing key documents and chasing government paperwork — so owners can spend time on sales instead.
- A log of calls and messages passed on.
- An inbound/outbound document register with dates.
- Key documents filed by category.
- A monthly admin summary.
Received at the office and acknowledged by the owner are different statuses
An owner working away from the office needs more than a parcel-arrival alert. Some letters need timely review and decisions; others must not be opened without authority. Document handling needs an agreed escalation path rather than a single storage folder. Specify expected document types, responsible contacts and original-forwarding needs before service starts.
Name a responsible owner and backup contact
Agree alerts, acknowledgement and escalation when the main contact cannot be reached. Court or agency correspondence should reach the responsible person or lawyer for review; call handlers should not interpret its legal effect. Delegated receipt or negotiation does not automatically extend deadlines.
Separate opening, scanning, retention and original forwarding
Define which documents may be opened, who sees scans, retention and trackable forwarding. Log receipt and dispatch under the agreed scope. A scan cannot replace an original for every purpose, and an NDA does not eliminate all risk. Include a procedure for misdirected or missing documents.
Answer with approved wording, not authority to commit the company
Agree actual coverage hours, permitted answers and escalation topics. Taking a message does not confer authority to enter contracts, confirm debts or give legal advice. Representation requires a separate review of authority and agency requirements. On termination, return originals, list outstanding tasks and update published contact channels.
What this service covers
Answer calls in office hours and pass on written messages.
Receive and dispatch mail, parcels and courier runs as agreed.
Scan and file key documents into searchable records.
Track official letters and flag action deadlines.
Ad-hoc admin such as preparing client or partner document packs.
Step by step
- 01
Agree scope
Define delegated tasks, channels and response times.
- 02
Prepare scripts
Draft standard call answers and intake forms.
- 03
Run
Operate on schedule with daily or weekly summaries.
- 04
Review
Review missed calls, backlog and refine the scripts.
Can you answer outside office hours?
Confirm coverage hours, backup channels and availability in writing before starting. Request an assessment for out-of-hours needs; round-the-clock or emergency coverage is not automatic.
Can you use our company number?
Yes — forward your line to us, or use a number we provide and publish it on your materials.
How are confidential documents handled?
Agree opening and scanning permissions, access, forwarding, retention and return arrangements before sending records. Use agreed confidentiality terms and handling logs with an incident procedure; zero risk is not promised.
Scope, timelines and fees are confirmed in a written proposal per case. We do not publish prices and do not guarantee search rankings or government approvals.