For moving company owners and coordinators

Virtual assistants for moving companies

Give your moving team a clearer picture before the truck is scheduled. Your assistant gathers customer details, tracks survey inputs and follows up on access arrangements. KTD recruits and prepares for your agreed moving-company role before handoff.

Find your assistant

The move brief needs more than two addresses.

A customer adds items after the first conversation. The building requires an elevator reservation, and parking is still uncertain. Those details affect what your coordinator needs to review before confirming the plan.

An assistant can gather the requested information and preserve what changed. Your team gets one brief with the inventory notes, access questions and customer confirmations needed for the next decision.

The work to hand off

Build a usable record around every move.

Organize moving inquiries

Record origin, destination, preferred dates and the customer's stated requirements. Connect the inquiry to the original message so your team can review the request in context.

What you get back: A move inquiry brief for your coordinator

Collect inventory and survey inputs

Request the information, photos or survey appointments in your intake process. Record additions as changes rather than silently replacing the earlier description.

What you get back: An inventory-input record with a change history

Follow up on property access

Collect supplied details about stairs, elevators, loading areas and authorized building contacts. Track outstanding reservations or instructions for your coordinator to resolve.

What you get back: An access checklist for both ends of the move

Keep customer updates current

Send approved confirmations, record questions and carry changes into the working brief. Bring unresolved details forward before the next planning conversation.

What you get back: A current move brief with outstanding decisions

Illustrative workflow

From inquiry to a move-planning brief

Gather the details your moving team needs before it makes operational or pricing commitments.

The customer inquires

Assistant preparesRecord the locations, requested date and stated move details.

Your team decidesWhether to proceed with a survey or estimate process.

Inputs are gathered

Assistant preparesCollect inventory information and arrange the requested survey.

Your team decidesHow to assess the move and prepare the estimate.

Access is checked

Assistant preparesRequest building and loading details from authorized contacts.

Your team decidesEquipment, crew and access arrangements.

The brief is reviewed

Assistant preparesSummarize changes, confirmations and unresolved questions.

Your team decidesFinal scope, price and scheduling commitments.

Illustrative example — not a client record

A move brief with an elevator reservation outstanding

Show the coordinator the confirmed facts and the access detail still needed before planning is complete.

Move reference: Example entryMV-022; apartment move requested for Saturday.; What to provide or checkLink the brief to the customer inquiry.
Locations and inventory: Example entryOrigin and destination recorded; customer inventory form received.; What to provide or checkIdentify which intake inputs are available.
Access requirement: Example entryOrigin building contact states that the service elevator must be reserved.; What to provide or checkPreserve the supplied requirement and contact.
Open confirmation: Example entryCustomer has requested the reservation but has not supplied the confirmed window.; What to provide or checkDistinguish a request from an approved access arrangement.
Next action: Example entryAssistant obtains the building confirmation; moving coordinator reviews it before finalizing the plan.; What to provide or checkIdentify the next input and its decision owner.

Ready to hand over when: The coordinator can locate the inventory record, understand the supplied access requirement and see that the elevator window remains unconfirmed.

Download the blank template (CSV)

No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.

Shape the role around the workload

Are move details changing faster than the office record?

A useful fit when

Active inquiries and booked moves generate recurring inventory and access follow-up.
Your team uses a defined estimate or survey process and reviews changes.

Discuss the setup first

You need an assistant to make binding estimates or dispatch decisions independently.
Seasonal demand creates a narrow coverage window that needs a specific staffing arrangement.

Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.

Your moving team approves the plan.

An assistant prepares the information and follows up on decisions. Operational judgment stays with the people responsible for the move.

Estimating, crew allocation and equipment decisions remain with your moving team.
Your authorized staff approve changes to price, scope and the moving schedule.
Damage, insurance and claim decisions go through your designated process.

Show us the information your coordinator asks for twice.

01Inquiry, inventory and survey checklists.
02Typical access restrictions and who confirms arrangements.
03Your CRM, dispatch tools and required experience.
04Working hours, approved customer messages and escalation owners.

Recruit. Prepare. Hand over.

Recruited for you. Trained for your industry.

First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.

We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.

Choose the support behind your hire.

Managed assistant

A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.

Explore managed support

Direct hire

We recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.

Explore direct hiring

The examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.

Before you bring someone on

Can an assistant gather inventory details?: Yes. They can request and organize the information in your intake process, including supplied photos and additions. Your estimator assesses those inputs and decides what further survey work is needed.
Can they coordinate elevator or building access information?: They can collect details from authorized contacts, track the request and record confirmations. Your coordinator determines whether those arrangements meet the move's needs.
What if the customer adds items after the estimate?: The assistant records the change against the existing move brief and brings it to your estimator. Revised scope or pricing is communicated only after your team approves it.
How do you prepare for our moving business?: We discuss the intake-to-dispatch process, required skills, tools and hours. KTD recruits and prepares for the moving niche and agreed responsibilities before handoff, with preparation time agreed during matching.
Can I choose direct hire?: Yes. Direct hire covers recruitment and training for a placement fee before you hire and manage the assistant directly. Managed support provides a dedicated, full-time assistant with ongoing KTD support for a monthly fee. Hours, scope and terms are agreed first.

Make the next move easier to plan.

Bring us a move that involved too much back-and-forth. We will define the intake, access follow-up and record keeping your assistant can own.

Find your assistant

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