Company Handbook
All things you need to know to jump-start your career in Coconut VA
What is Coconut VA?
Coconut VA aims to help small business owners get out of the mundane tasks that keep them working outside the 9-5. We make worry-free vacation possible for the business owners with the help of our top-of-the-line virtual assistants.
Employment Basics
Employment Contract Types
There are two types of employment contract:
1. Full time
2. Part time
Full-time contractors work for a minimum of 40 hours per week, along with benefits such as paid time off (PTO), paid US holidays, health care coverage, and 13th month pay.
On the other hand, part-time contractors render 20 hours per week, along with benefits such as paid time off (PTO), paid US holidays, emergency health care coverage, and 13th month pay.
Reports
Full-time/part-time VAs' attendance is determined via End of Day reports, which they are expected to accomplish at the end of the shift.
Should there be any emergency that would result into an absence/tardiness, the VA must notify their client and the HR Manager immediately. This absence can be filed as a paid or unpaid time off.
Workplace Policies
Communication Guidelines
Slack is our main communication channel. Please ensure that your notifications are always on. Watch this video to learn more.
Any concerns regarding the client/will affect the client must be raised via the group Slack channel (e.g. #va-[client name]-[your name]).
Inquiries on benefits and other things Coconut VA-related, please chat Kath.
Lastly, we encourage speaking in Filipino in the #community channel.
Jibble | Attendance Tracker
Jibble, CoconutVA's Attendance Tracker.
But don't stress!
This is no typical time tracker you might have encountered elsewhere. We don't do screen recording or take intrusive screenshots of your work.
Think of it as a virtual Clock-in and Clock-out Machine, designed with your privacy in mind.
Rest assured, only our team has access to this tool, and we'll only share it with clients if it's absolutely necessary.
Confidentiality and Data Protection
As part of our operations, we need to obtain and process information. This information includes any offline or online data that makes a person identifiable such as names, addresses, usernames and passwords, digital footprints, photographs, social security numbers, financial data etc.
Our company collects this information in a transparent way and only with the full cooperation and knowledge of interested parties. Once this information is available to us, the following rules apply.
Our data will be:
Accurate and kept up-to-date
Collected fairly and for lawful purposes only
Processed by the company within its legal and moral boundaries
Protected against any unauthorized or illegal access by internal or external parties
Our data will not be:
Communicated informally
Stored for more than a specified amount of time
Distributed to any party other than the ones agreed upon by the data's owner (exempting legitimate requests from law enforcement authorities)
In addition to ways of handling the data the company has direct obligations towards people to whom the data belongs. Specifically we must:
Let people know which of their data is collected
Inform people about how we'll process their data
Inform people about who has access to their information
Have provisions in cases of lost, corrupted or compromised data
Allow people to request that we modify, erase, reduce or correct data contained in our databases
Compensation
VAs shall receive the stipulated hourly rate in the independent contractor agreement, and any additional stipend from client, multiplied by the number of hours rendered.
Payments are made biweekly (every 15th and the last date of the month) through Wise with your nominated Philippine bank account. Deadline for invoice submission is every 14th and the date before the last day of the month.
All invoices submitted after the deadline will be credited in the next payout.
Trial Period Week
Welcome to the Trial Period Week!
It's a 5-day trial, working 4 hours per day, totaling 20 hours.
During this time, you and your client will assess your compatibility in the working environment.
Once the trial is over, you'll know if you'll be placed in a part-time role or ramp up to full-time.
Don't forget to send your Trial Period Invoice on your last day, as you'll be paid promptly after the Trial Period Week.
Break a leg on your Trial Period!
PTOs and Leaves
Paid time-off
Read more here.
Paid holidays
Read more here.
Parental leave
Read more here.
Resignation and Termination
Leaving the company
As stipulated in the independent contractor agreement:a. Term. This Agreement shall continue for the duration of the Term, unless terminated earlier pursuant to the paragraphs of this section. After the Term expires, this Agreement shall be automatically renewed and the Term extended upon the execution by both Company and Contractor of an additional Statement of Work that states that it will be governed by this Agreement, and the renewed Term shall continue for the duration of any such Statement of Work.
b. Termination Without Cause. Company may terminate this Agreement with or without cause, at any time upon 15 days’ prior written notice to Contractor. Contractor may terminate this Agreement without cause, at any time when no Services remain to be performed under any outstanding Statements of Work, upon 30 days’ prior written notice to Company.
c. Termination for Cause. Either party may terminate this Agreement immediately in the event the other party has materially breached the Agreement and failed to cure such breach within 15 days after notice of such breach by the non-breaching party is given.
d. Payment Upon Termination. Upon termination of this Agreement or any Statement of Work for any reason, Contractor will be paid Consideration solely