Service
Virtual Receptionist, Secretarial & Appointment Services Cyprus
Never miss a call — or a deadline. Your full-service remote front office.
Our virtual receptionists and secretaries act as a seamless extension of your team: answering calls in your company name, managing your diary, handling correspondence, booking travel and preparing documents — without the overhead of a full-time hire.
What is included
- Branded call answering in your company name
- Diary & appointment management (Google, Outlook, MS Exchange)
- Email triage, drafting & correspondence handling
- Travel booking, meeting room reservations & calendar coordination
- Document preparation, formatting & template management
- Custom screening, intake forms & FAQ scripts
- Message taking with email/SMS/Slack delivery
- Overflow & out-of-hours cover
- Bilingual Greek & English
How we deliver
- 1
Brand, tone & workflow setup
We capture greeting, FAQs, screening rules, escalation contacts and your preferred calendar, email and travel tools.
- 2
System integration & access provisioning
Calendar sharing, delegated email access and booking tool connections are configured securely.
- 3
Go-live & calibration
A 5-day soft launch refines tone, message formatting and appointment scheduling rules.
- 4
Monthly review & optimisation
Call patterns, diary utilisation and correspondence volume are reviewed to tune workflows and coverage.
Expected outcomes
0
missed calls during business hours
5–8x
cheaper than an in-house receptionist/secretary
<3rings
average pickup target
Frequently Asked Questions
Will callers know it is an outsourced service?
No. Calls are answered in your company name using your script — the experience is indistinguishable from an in-house receptionist.
Can you manage my entire diary and email inbox?
Yes. We provide full virtual secretarial support including diary management, email triage, drafting replies and scheduling meetings on your behalf.
Can you take payments or sensitive data?
Yes. Sensitive data flows are run under our ISO 27001 controls, with DTMF masking available for card payments.
What business hours do you cover?
Standard 08:00–20:00 Cyprus time, extendable to 24/7 including weekends and public holidays. Coverage windows are agreed in your SLA and can flex per season.
How are messages delivered to my team?
Instantly by email, SMS, WhatsApp, Slack or Microsoft Teams — whichever your team uses — with an urgency tag and a summary of the call.
Can you book appointments directly in my calendar?
Yes. We work inside Google Calendar, Microsoft 365, Exchange, Calendly, Acuity or your practice-management system — with rules on buffers, double-booking and cancellation windows.
What industries do you serve as a virtual receptionist?
Law firms, medical and dental clinics, accountants and audit firms, real-estate agencies, IT services, ecommerce and international SMEs headquartered in Cyprus.
Do you handle Greek and English callers?
Yes. Every receptionist is fully bilingual EN/GR and follows your greeting script exactly, with Russian and other languages available on request.
What happens if there is a call spike?
Overflow routing brings extra receptionists into your queue automatically — average pickup stays under 3 rings even during marketing pushes or launches.
Can you screen and qualify inbound leads?
Yes. We follow a scripted intake form, capture BANT/BANT-like fields and forward only qualified leads to your sales team, with full call recording attached.
How much does a virtual receptionist cost?
Plans start from a fixed monthly retainer including a set bundle of calls; extra minutes billed per second. Dedicated FTE arrangements are available for firms with high volumes.
Can you also do secretarial work like drafting emails?
Yes. Full virtual secretarial support includes email triage, drafting replies for your approval, meeting minutes, travel booking and document formatting.
Is call recording included?
Yes. Every call is recorded with a GDPR-compliant announcement and stored encrypted for the retention window in your DPA — audit-ready at any time.
How quickly can service go live?
Standard onboarding is 3–5 business days for greeting scripts, calendar access and diversion setup on your phone number.
Can you handle out-of-hours emergencies?
Yes. Out-of-hours calls follow your escalation matrix: informational calls take a message, urgent calls trigger SMS/call to your on-call partner within minutes.
How do I request a quote for a virtual receptionist?
Call +357 22 398296, email info@callcentercyprus.com or use the contact form. We respond within 2 business hours with a tailored proposal.
Discuss this service with our team
Tell us about your volumes, channels and timelines — we will respond with a scoped proposal within two business days.
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