Rare Part Sourced
8:15 AMLocated the NOS OEM quarter panel for the '69 Charger project. Confirmed condition with seller and arranged freight shipping.
Build Budget Updated
10:30 AMLogged recent hardware purchases. Emailed the client their monthly progress report and the updated budget tracker for the Mustang build.
Subcontractor Scheduled
1:45 PMCoordinated with the specialty upholstery shop. The interior for the E-Type is scheduled for drop-off next Tuesday morning.
Stop Hunting for Parts.
Get Back in the Bay.
You didn't open a restoration shop to spend hours scouring forums for NOS parts or updating client build spreadsheets. Hire a dedicated virtual assistant to manage the logistics of your garage.
Zero
Client Comm Delays
100%
Accurate Build Logs
Saved
15+ Hrs/Week
Familiar with Your Workshop Tools & Workflows
The Builder's Dilemma
Your time is best spent doing metalwork, laying paint, or turning wrenches. When you act as your own administrator, project timelines slip and shop profitability suffers.
| The Administrative Task | The Solo Builder | Supported by a VA |
|---|---|---|
| Parts Sourcing | Losing hours online trying to find a specific trim piece or OEM component instead of working on the car. | Relentless Searching. VA scours forums, catalogs, and online marketplaces based on your exact specs, presenting you with the best options. |
| Client Updates | Forgetting to send progress photos, leading to anxious clients calling the shop constantly for updates. | Proactive Communication. VA formats the photos you take into professional weekly updates, keeping clients excited and informed. |
| Budget & Expense Tracking | A shoebox full of receipts. Struggling to justify final build costs because expenses weren't tracked accurately as they happened. | Meticulous Logging. VA updates project spreadsheets daily, tracking every hour of labor and every parts invoice against the estimate. |
What Can a Restoration VA Handle?
Your VA works behind the scenes to manage the paperwork and logistics, allowing your craftsmen to focus purely on the build.
Parts Research & Sourcing
Searching for rare NOS components, comparing prices for aftermarket replacements, and tracking deliveries to ensure parts arrive before they are needed.
Build Logs & Budgets
Maintaining detailed spreadsheets for each project. Tracking estimated vs. actual costs, logging labor hours, and ensuring nothing is missed on the final invoice.
Customer Communication
Sending regular project updates, formatting progress photos, answering routine client questions, and scheduling shop visits or final deliveries.
Subcontractor Scheduling
Coordinating with outside vendors for specialized work like chrome plating, engine machining, or custom upholstery to keep the project moving.
Marketing & Social Media
Taking your raw shop photos and turning them into engaging Instagram posts, updating your website portfolio, and managing online reviews.
Invoicing & Estimates
Drafting formal estimates based on your notes, issuing progress bills for long-term builds, and following up on outstanding payments.
What Master Builders Say
"Finding obscure parts used to eat up half my day. I just tell my VA what we need for the current build, and they hunt it down, verify the condition, and arrange the shipping. It's like having a dedicated parts manager."
Mike K.
Owner, Vintage Auto Werks
"Keeping track of costs on a multi-year restoration is a nightmare. Our VA now maintains all our project spreadsheets. When a client asks for a budget update, it's accurate down to the last bolt."
Tom D.
Lead Fabricator, Precision Classics
"Finding obscure parts used to eat up half my day. I just tell my VA what we need for the current build, and they hunt it down, verify the condition, and arrange the shipping. It's like having a dedicated parts manager."
Mike K.
Owner, Vintage Auto Werks
Scale Your Shop Profitably
Hire a dedicated administrative specialist to manage the logistics, so your mechanics can focus on billable hours.
Part-Time Admin
Ideal for smaller garages needing help with basic parts sourcing and weekly client updates.
Est. $800 USD / Month
- 20 Hours Per Week
- Basic Parts Research
- Weekly Progress Emails
Full-Time Admin
For busy restoration shops requiring deep administrative support across project tracking, heavy sourcing, and billing.
Est. $1,440 USD / Month
- 40 Hours Per Week
- Detailed Build Budgets & Logging
- Complex Parts Sourcing & Vendor Mgt.
Restoration Shop FAQ
Common questions about delegating your auto restoration administration.
Do your Virtual Assistants know anything about classic cars?
While they are primarily administrative professionals rather than mechanics, we match shops with VAs who have experience in automotive or technical administrative roles. They quickly learn to navigate forums, read part catalogs, and understand the terminology needed to effectively support your build process.
How do they handle communicating with my high-end clients?
Your VA can operate out of a generic email address (e.g., admin@yourcustomshop.com). They handle the logistical communication—sending updates, requesting payment, and answering routine status questions—while escalating technical build decisions directly to you.
Can they learn the project management software we use?
Absolutely. Whether you use Shopmonkey, detailed Excel/Google Sheets, or general tools like Asana, your VA is highly adaptable. They can be trained via Loom videos to manage your specific workflow and keep all digital logs meticulously updated.
Focus on the Build.
Stop letting parts research and client emails distract you from the metalwork. Get matched with a dedicated administrative VA who understands the pace of a custom shop.
Direct Contact
Request a VA Match
Tell us about your shop's current workflow and primary administrative bottlenecks to get matched.