Valentina Akpan: Founder of Rellatech, providing administrative and operations support to executives, founders, business owners and teams. Her background combines technical support, customer success, administration and operations.
Illustrative stock photo by Kindel Media on Pexels.
The Starting Point
A technology consultancy needed help keeping project responsibilities, meeting follow-ups and billing preparation organized across several tools.
The work required a clear distinction between what the consultancy owed its clients and its own internal activities, as well as a review process before invoices were issued.
How the Work Connected
I supported project coordination in Monday.com, keeping task descriptions and progress updates useful for the owners. Weekly reviews brought overdue work and upcoming responsibilities into the same conversation.
I also worked on a project tracker that extracted meeting action items. I refined the rules so the tracker kept client-project commitments and excluded internal training and general operational discussion.
Alongside that work, I supported calendars and correspondence, including flagging matters that needed the owners' attention while they were away.
For monthly invoicing, I prepared Xero drafts from the relevant project information and expenses, included the required purchase-order and contract references, and sent the drafts through the owners' review process. Once approved, the invoice PDF and client email were prepared for sending.
What I Delivered
Updated project records and structured weekly follow-ups.
A client-focused action tracker with rules for excluding internal items.
Calendar, correspondence and executive support.
Invoice drafts with project and purchasing references.
A documented sequence for invoice review and client delivery.
The Result
One person supported the coordination and administrative work around project delivery and monthly billing. The tracker stayed focused on client commitments, while invoices followed a defined review sequence before reaching the client.
Tools and Skills Used
Project tracking, meeting follow-ups, executive support, automation rules, invoicing and document preparation.
Who This Is For
This case study may be useful to you if you are:
- ●A business looking for one versatile virtual assistant across administrative, technical and operations work.
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