Keep the Spindles Turning.
We'll Manage the Office Ops.
Stop hitting the e-stop to answer emails, source raw materials, or chase unpaid invoices. Hire a rigorously vetted, manufacturing-aware Virtual Assistant to run your shop's back-office—fully supervised by SageDoer.
Status: Raw Material Sourcing
Sourcing 6061 Aluminum Plate • Need 40pcs
Our VAs operate fluently in top manufacturing ERP and shop software
Why Choose SageDoer
Outsource The Admin. Focus on the Chips.
Machine shop owners lose critical spindle time acting as their own purchasing agents and receptionists. Sagedoer delivers elite-tier, manufacturing-savvy VAs overseen by dedicated PMs—with zero hidden agency fees.
No Management Overhead
We recruit, vet, train, and supervise your shop virtual assistant. Your dedicated Project Manager oversees their daily material sourcing, quoting prep, and shipping logistics so you don't have to.
Extreme Cost Efficiency
Instead of paying a $50k+ salary for a local office administrator just to generate FedEx labels and chase invoices, utilize our managed VA system. Protect your margins and pay flat hourly rates.
IP & Data Security Aware
Handling customer CAD/STEP files requires care. We match you with VAs who sign strict NDAs, operate in supervised environments, and understand secure file routing protocols.
Consolidated Time Logs
Pay only for precise operational hours tracked in our centralized logging system. No monthly membership platform fees, no minimum commitment agency margins.
Proactive Material Sourcing
Don't wait until you load the machine to realize you're out of 6061 Aluminum or coolant. The VA monitors inventory limits and initiates quotes from your approved suppliers.
Seamless Backup Coverage
Shop operations can't pause. If your primary assistant gets sick, our internal pool of cross-trained backup VAs steps in seamlessly. Invoices get sent and shipping labels get made.
Deep Manufacturing Expertise
Tasks Your Shop VA Handles Daily
Our virtual assistants act as your digital shop manager, handling the paperwork so you can handle the parts.
RFQ Triage & Setup
Monitoring the sales inbox for Request for Quotes. Downloading prints and STEP files, creating the new customer profile in your ERP/Paperless Parts, and setting up the folder structure so it's ready for you to estimate.
Raw Material Sourcing
Once a job is won, the VA looks up the required material (e.g., 304 Stainless Bar). They request pricing from your 3 preferred vendors, compile the quotes, and prepare the Purchase Order for your approval.
Shipping & LTL Freight
Parts are boxed up? The VA jumps into ShipStation or FedEx, generates the labels, schedules the pickup, or creates Bills of Lading (BOLs) for larger palletized LTL freight shipments.
Invoicing & Collections
Converting packing slips to invoices in QuickBooks. Tracking Net-30 and Net-60 payments, and sending polite but firm weekly follow-up emails to customers' accounts payable departments.
Tooling & Shop Inventory
Tracking consumable inventory lists. When inserts, end mills, way lube, or coolant hit their minimum thresholds, the VA prepares Harvey Tool or MSC carts for your checkout.
Certifications & MTRs
Managing ISO compliance docs. Downloading Material Test Reports (MTRs) from metal suppliers and attaching them to the final job traveler before the parts ship to aerospace or medical clients.
The SageDoer Difference
Why Job Shops Skip Standard Freelancers
Reliability & Security
Handing sensitive customer CAD files to unvetted strangers risks intellectual property leaks.
Strict internal vetting, signed NDAs, and awareness of secure file handling (ITAR basics).
Day-to-day Management
You must micromanage task execution, teach them what an "end mill" is, and verify their data entry.
Your dedicated Project Manager coordinates operations, reviews the workflows, and builds SOPs.
Pricing Models
Massive $45k+ salaries, benefits, and office space required just to answer emails and print labels.
0% Hidden Markups. Pay strictly for actual working hours tracked. No long-term lock-in.
| Operational Pillar | Local Staff / Freelancers | SageDoer Managed Shop VA |
|---|---|---|
| Privacy & Security | Sharing proprietary client CAD models with unvetted strangers violates trust. | Internally vetted professionals. Strict NDAs and supervised workspace environments. |
| Platform & Setup Fees | Massive salaries or 30% freelancer platform commissions. | 0% Hidden Markup. Pay strictly for virtual assistant execution hours at $6-$7/hr. |
| Daily Supervision | You have to babysit the assistant to ensure they ordered the correct aluminum grade. | Our dedicated Project Manager acts as the supervisor, ensuring flawless logic. |
| Backup Continuity | If your admin vanishes or gets sick, quotes pile up and material orders stall. | Seamless internal backup. Cross-trained VAs step in to keep your shop ops running. |
Our Workflow
4 Steps to Bulletproof Operations
Audit Your Ops
Share your biggest pain points—missed RFQs, late material orders, or unpaid invoices. Reach out via Email or WhatsApp.
Build The Playbook
Our dedicated Project Manager connects with you to set up ERP access, review routing rules, and sign NDAs.
Expert Execution
Your VA takes command. They organize CAD files, draft POs, and generate shipping labels seamlessly in the background.
Pay Only for Output
We log and charge exclusively for the virtual assistant's actual working time. PM supervision and QA is completely free.
Transparent Rates
Flat-Rate Shop Support
Zero hidden platform fees. Scale up hours when winning large contracts, scale down during maintenance periods effortlessly.
Shop Admin (Part-Time)
Excellent for smaller 1-3 machine shops needing daily RFQ sorting, simple PO drafting, and shipping labels.
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management QA & reviews
- Zero setup or onboarding fees
Production Coordinator (Full-Time)
Perfect for growing job shops needing constant vendor management, ERP data entry, and order processing.
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management QA & oversight
- Zero setup or onboarding fees
Frequently Asked Questions
Answers About Delegating Shop Ops
Ready to Keep Spindles Turning?
Stop wasting hours downloading STEP files or chasing material quotes. Reach out today to schedule a strategy call and match with an expert operations VA and Dedicated Project Manager.