What steps should I follow if a client hires me through the Mundo Talent Directory?

Previously, we offered two avenues for our members to find job opportunities: direct recruitment by our clients through our directory or recruitment through our agency, where we handled the entire recruitment and selection process.

If you are a virtual assistant or virtual marketer registered in our Mundo Talent community and have an active profile in our Directory, we invite you to follow the steps below.

In order to ensure the quality of the services offered through our Directory, we ask all virtual assistants to formally notify us each time they start or end a collaboration with a client contacted through our platform.

NOTE: Starting in 2024, new clients who hire a virtual assistant through our Company must have an active subscription. Otherwise, they will not be able to continue the collaboration.

• Beginning in 2025, all new paid membership subscriptions require an upfront quarterly payment to access company benefits.
• Subscriptions are automatically renewed every quarter unless the user requests cancellation.
• In the event of a membership cancellation, our team will contact both the client and the virtual assistant to clarify the situation and determine whether the employment relationship continues.
• If you do not renew your membership, the provision of services must be suspended until the situation is regularized.
• We request strict compliance with our code of ethics, as well as truthfulness and integrity in all your actions in order to continue being part of our community.

Below are the essential actions to maintain your collaboration through the Mundo Talent Community.

For any job offer obtained through Mundo Talent, please notify us as soon as possible through the following email: hola@mundotalent.com

To provide you with better service and keep your profile active on Mundo Talent, we ask that you inform us of any hiring or change in your employment status.

Please send an email to hola@mundotalent.com with the following information:

• Job availability: ACTIVE (available for new assignments) / INACTIVE (not available for new projects).
• Available hours: FULL, PARTIAL or NONE.
• Have you previously worked with any of our clients? YES / NO (If yes, please specify in the space provided.)

If you have finished your collaboration with a client, we would appreciate it if you would let us know so that we can update our database.

Envíe un correo electrónico a hola@mundotalent.com con la siguiente información:

a) Full name and email address of the main contact at the contracting company.

b) Name of the company for which you provided services.

c) Date of termination of the employment relationship.

These actions are not mandatory, but they contribute significantly to improving your safety at work.

1. Formalize your employment relationship with a written contract

To ensure transparency and security in all your collaborations, we recommend that when accepting a job through Mundo Talent, especially in the United States or Canada, you request or prepare a written employment contract detailing the conditions of your collaboration.
Key points your contract should have:

• Complete contact information: includes full legal name, residential address, email and phone number (preferably mobile).
• Customer contact information: Full legal name of the contractor, email address, legal name of the company, official postal address of the company, telephone number of the company and email address.
• Description of services: Detail the tasks or jobs that you will be asked to perform as part of your job. It is important to be as specific as possible.
• Minimum contract duration: Indicate how many weeks or months you will be available as a minimum to start.
• Hiring method: Will you be hired by the hour (which is recommended) or will you be paid per project or task?
• Pay Rate: Specify how much you will receive per hour or monthly in US Dollars (USD).
• Payment frequency: How often will you receive your payment? It is suggested to request weekly payments at the end of each week (on Fridays or Sundays).
• Working hours and availability: If relevant, the agreement should include the specific hours of the day you are expected to work each week, as well as the days and times when you will or will not be available to work. Setting clear expectations with your clients is critical to ensuring a successful and long-lasting working relationship.
• Communication methods: How will you communicate with your client during your working hours? Consider whether you will use Skype, Zoom, WhatsApp, email, Slack, Telegram, a project management system, etc.
• Response time: How quickly do you commit to responding to your client when they send you a message or email? It is recommended that your response time during business hours be less than 5 minutes if you use instant messaging apps like Telegram or WhatsApp, and less than 1 hour if you work via email or a project management system.

2. Request a weekly payment of your fees

We suggest that you ask your client for a weekly payment, at the end of each work week.
Find out more Who will be responsible for my payment as an assistant?

3. Generate recurring invoices (weekly or monthly) to request payment from your client

Implement a billing system that allows you to generate and send weekly invoices to your clients, thus facilitating the registration and collection of your services.

• To facilitate your financial management, we recommend that you register on the ZipBooks accounting platform and view the invoice creation tutorial.
• Send your client an invoice via email (in PDF format) every time you want to get paid, usually weekly.

4. Use time tracking software to record your working hours

To track your working hours, you can use tools like TimeDoctor (free), Toggl, or Hubstaff.

5. Use project management software to organize your tasks

To optimize your work management, we recommend creating a detailed list of all tasks assigned by your clients. If your client doesn’t already use a project management tool, consider signing up for platforms such as:

• Teamwork Projects (Our choice, free for up to 5 users in your account)
• Trello
• Asana
• ClickUp
• AirTable

Remember that when working with a new client it is essential to establish a relationship based on trust, effective communication and professionalism.

Can you think of anything we can add to make this article even better? Your feedback is very valuable to us!