Frequently Asked Questions
Full-Time Office Program
- What is included in the monthly office fee?
- Preferred Offices full-time office Members (e.g., not virtual) receive the following benefits as part of their full-office program:
- Office furnished for one person complete with one executive desk, credenza, Herman Miller Aeron chair and one side chair
- 10 hours of free meeting room usage used in one hour increments
- Access to your office 24 hours a day, 7 days a week
- Option for callers to reach the receptionist during business hours (8:30 a.m. to 5:30 p.m.)
- Answering of your private telephone number in your company's name. Your calls are forwarded to wherever you are or to your voicemail
- Receptionist to greet your guests as they arrive
- Complimentary Starbucks coffee, filtered water, TV & daily newspapers
- Daily office cleaning service, taxes, utilities and operating expenses normally incurred by office tenant
- Use of buildings fitness facility (please call for details; not all buildings have an Fitness Center available on-site)
- Are there any other charges I have to pay each month in addition to my monthly office fee?
Services that are "ad hoc" and variable in nature such as administrative support, photocopying, postage, scanning and faxing are available for an additional charge. Your local and long distance outbound tolls are additional if you do not select a bundled communications package. These are included on your monthly invoice as a separate line item. Click here for a PDF with charges associated with administrative support and Business Center services.
There is also a charge for catering should you choose to have food or beverages served at your meeting. Menus with pricing are available for each Center location.
If additional meeting room hours are required beyond the 10 hours that are included in a full-office program, hours may be purchased as needed at reduced Member rates. Click here for rates.
Parking is available at each Center location. Contact the Director of Sales and Marketing for rates.
- What is the monthly charge for telecommunications and internet service?
Our telecommunications package including multi-line telephone, private telephone number and high speed internet access is $210.00/month per user.
A bundled communications package including phone, high speed internet, local and long distance calling is available for $260/month.
Should you require a more complex IT solution, please see your Director of Sales & Marketing for details and pricing.
- What if I prefer to use my cell phone and do not want to pay for a monthly telecommunications package?
Preferred Offices has made substantial investment in its telecommunications infrastructure. This includes high speed voice and data circuits at every Center location. Ensuring no call goes unanswered a sophisticated software package provides our team with real time information about your company, your employees and how to reach you at any time of day when answering your phone.
We consider telecommunications to be a vital part of a comprehensive program of services for businesses. As such, the telecommunications package is not optional.
- Can I use my current phone number?
In most cases you can port or forward your phone number to Preferred Offices and we will personalize each of your calls by answering them in your company name. If you decide you would like to do so, Preferred Offices will provide you with the necessary paperwork and pricing.
- What happens if I add or remove an additional phone/IT line, or other service, in the middle of the month? Do I have to pay for the whole month?
Your service will be prorated; you pay only for days used.
- What are the charges associated with setting up an office with two or more people? (e.g., internet connection, telephone line, and furniture?)
Assuming two people share one office, you would pay for two telecommunications packages at $120.00 each and two internet connections at $90.00 each.
Each office comes equipped with an executive desk, credenza, one Herman Miller Aeron desk chair and one side chair. Furniture can be added for an additional charge.
- What if I decide that I need to add more offices down the road – how do I know that there will be space available?
If there is a particular office of interest or if you know of a specific need in the future, your Director of Sales & Marketing will be happy to speak with you regarding upcoming availability.
- How do I know when I have mail or packages waiting for me?
Mail will be placed in your mailbox on a daily basis after it is delivered by USPS. Our receptionist will notify you regarding larger packages that do not fit in the mailbox.
- Can I use my monthly meeting room hours at other Center locations?
You will receive ten (10) hours per month as part of your full-time office program. On average, the majority of these hours should be used at your "home" Center. However, Preferred Offices recognizes that our Members might prefer to conduct an occasional meeting at another Center location and will do our best to accommodate your requirement. Up to 20% of your monthly hours can be used at other Center locations. If the hours are within the allotted ten (10) hours per month of meeting room time in your program, there will be no additional charge.
- Can I carry unused meeting room hours over to another month?
Meeting room hours cannot be accrued nor carried over from one month to the next.
- Can I bring my own furniture?
While our offices do come fully-furnished, you can elect to use your own furniture. Choosing to bring your own furniture does not impact the monthly office rent.
- Why do I have to pay a 2-month service retainer?
Preferred Offices requires a service retainer for two reasons. First, like any real estate transaction a service retainer ensures that any damages to the office and its furnishings that may occur during your occupancy can be recouped by Preferred Offices. Second, we require a two month retainer to insure that the total charges incurred on your monthly invoice can be recouped by us if necessary.
Calculation of two months service retainer is standard industry practice.
- Can I have my company name on my door/other places in the offices?
Preferred Offices' Centers are not branded in any way in our reception area or on office doors. We see ourselves as an extension of your company. Your guests will be unaware of the fact that they are in a shared office environment.
- How will I display my company name/inform guests of our location? (lobby listing)
Full-time office Members receive one lobby listing in the building. When your guests arrive at your Suite, the receptionist will greet them and call you to alert you that you have a visitor.
- How long do I have to make a commitment to for a full-time office?
You have maximum flexibility with Preferred Offices. You can rent an office by the hour, day week or month. Typically our minimum term is one month; however we are happy to work with you if you require a shorter term stay.
Virtual Office Program
- What is a Virtual Office?
A Virtual Office (a.k.a. "Business Identity Program") provides clients the ability to pick from a menu of services such as a prestigious business address, telephone number, live telephone answering, call forwarding and a specified number of hours each month for private office and meeting room use. Both small and large businesses alike enjoy the following benefits:
- Use of professional offices and meeting rooms on a part-time basis with flexible terms; no long-term lease or contract required!
- Use of a prestigious business mailing address; eliminates the need for a P.O. Box or use of a home address on the company website or letterhead. Provides the look and feel of a much larger corporation.
- Live receptionist to answer calls eliminates the frustration of "voicejail."
- How do I reserve a meeting room or use of a private office, and who is my point of contact to make a reservation?
Each Preferred Offices Center location has a Receptionist, a.k.a., "Director of First Impressions" that schedules meeting room time. Call the main number at your Center location and ask for your Director of First Impressions. If she is unavailable another Preferred Offices team member will be able to assist you.
You may also schedule meeting room hours via an email to your Director of First Impressions.
- What if I decide that I need to add more office, meeting room hours or other services to my contract?
Preferred Offices is happy to accommodate your changing business requirements. Contact your Director of Sales and Marketing regarding additional hours and/or services.
- How do I know when I have mail or packages waiting for me?
When you initially become a Member of our Virtual Office Program you will complete a form outlining instructions regarding how you would like your mail and packages handled. For example, you can have your mail and/or packages forwarded every day, once a week or you can elect to come in and pick it up yourself – it is entirely up to you! Simply provide our team with a forwarding address and your mail will be handled according to your directions. Postal charges will appear on your monthly invoice.
- Can I have my mail and packages forwarded to another location?
Yes. You provide our team with a forwarding address and your daily mail and packages will be sent to you at the frequency you desire (daily, once a week, etc.) Postal charges will be itemized on your monthly invoice.
- What happens if my guests arrive before me at the office or meeting room?
Your guests will be greeted and offered a beverage by our receptionist, a.k.a. "Director of First Impressions." Assuming that there is not an ongoing group finishing up in the meeting room you reserved your guests will be seated in this room. However, if people are still in this room, your guests can either remain in the lobby or are free to enjoy our "Meeting Place" furnished with flat screen TV, Starbuck's Coffee and reading material.
- Can I use any of my monthly Virtual Program hours at other Center locations?
The majority of your Virtual Program hours should be used at your "home" Center. However, Preferred Offices recognizes that our Members might prefer to conduct an occasional meeting at another Center location and will do our best to accommodate your requirement. If the hours are within the allotted hours of room time in your virtual program, there will be no additional charge. Up to 20% of your monthly hours can be used at other Center locations.
- Can I roll over unused private office/meeting room hours over to the following month?
Private office / meeting room hours cannot be accrued and carried over from one month to the next.
- How do I get billed for the services that I use at my location and at other locations?
You will receive one invoice with line items for all services used during the month.
- What are the set-up fees for a virtual program?
There is a $49.00 one time set-up fee for a virtual program.
- How will you know it is my company when the phone rings, and how will you answer the call?
Preferred Offices uses a call answering software package that provides the ability to identify the company that the caller is trying to contact. When a call comes in, the company name and the name of the employee associated with that particular phone number appears on the screen. A call script instructing Preferred Offices team members on how to answer the call also appears on the screen, along with directions on where to direct the call (Voicemail, cell-phone, home offices, etc). Our call answering technology enables Preferred Offices to act as an extension of our client business.
- How long is the initial term?
Your initial term is 90 days; thereafter it is month-to-month.
Meeting Rooms
- What services come free with the use of the room, and what do I have to pay extra for?
Your meeting room rental rate includes internet access, projector screen and white boards with markers and erasers. There is a charge to rent an LCD projector, polycom conference phone and/or flipchart. Click here for a PDF of various charges associated with meeting room support items.
Catering and beverage service is optional. There is an additional charge if you elect to have your meeting catered. Menus with pricing are available at each Center location.
- Can I come in early to set up for my meeting?
It depends on availability. If you are the first meeting of the day and the room is empty, then it will not be a problem to arrive 5-10 minutes early and set up for your meeting. However, if you have a mid-day meeting and another group is using the room you reserved it may not be feasible for you to enter the room early to set up. Anything more than 15 minutes early would incur additional room rental costs.
If you have concerns regarding the time it will take to set up your meeting room, it is best to schedule an extra half hour for your meeting.
- What do I do if I require last-minute preparation for my meeting (e.g., copies, printing, computer access, LCD projector set up?)
It is our pleasure to assist you whenever we can. Please see your receptionist, a.k.a., Director of First Impressions, for any last minute assistance you require for your meeting.
General
- How does Preferred Offices distinguish itself from the competition?
First and foremost, it is our team of professionals that sets us apart from the competition. Preferred Offices is passionate about consistently delivering an unforgettable customer service experience to our Member companies. Our Five-Star Service Commitment means that you will receive prompt, helpful service from each and every enthusiastic member of your Preferred Offices Team! Preferred Offices is dedicated to providing its employees with an extensive training program to back up our commitment to Five-Star Service.
- What are the business hours of Preferred Offices staff at the Center?
Our Center hours are 8:30 a.m. to 5:30 p.m. Monday through Friday.
- Whom do I go to for assistance or to address any questions that may arise?
Most members of the Preferred Offices Team can address your questions. Here is a brief description of the responsibilities of each of our staff members:
Director of Sales & Marketing: Provides the overall direction and management of the Center.
Director of Client Services: Supports the day-to-day operation of the Center.
Director of First Impressions: Serves as your first point of contact by handling incoming telephone calls and package, and by greeting and directing guests.- Do you have wireless internet access?
Private Wireless Network access is available at all Center locations except 1700 Pennsylvania Avenue.
- How will I be invoiced? (e.g., If I make copies, use parking validations, receive faxes, how will it be billed?)
You will receive a monthly invoice with a line item for each service.
- I do a lot of copying. Is there a discount for bulk copies?
See your Director of Sales and Marketing to discuss you copying requirements. Depending on the volume, we will extend a quantity discount.
- What type of companies rent offices and use meeting rooms at Preferred Offices?
There is a wide range of businesses, both in terms of company size and industry type that use Preferred Offices. Attorneys, IT and telecommunications companies, accounting firms, associations, non-profits and executive search firms are just a few of the industries that rent office space and book meetings at our Centers. Companies ranging from sole proprietorships to the Fortune 100 also rent space at Preferred Offices.
If your business has a need for a flexible, on-demand furnished office space, Preferred Offices has a program that will address your requirements.
- Do I have to pay to use your kitchen or Starbucks machine?
If you have a full-time office program or a virtual office program use of the kitchen (coffee and tea) is included in your monthly office fee. If you are renting a meeting room on an hourly basis, this is not part of your meeting room rental rate. Please see Director of First Impressions for menus and beverage service pricing.
- How do you know my company from another when answering phones?
Preferred Offices has installed a sophisticated software package that allows us to personalize how we answer incoming calls for your company. When a caller dials in a screen pops up with the company name associated with that particular phone number. The individual's name associated with that phone number is highlighted on the screen along with instructions as to how the call should be handled.
- What if I need to terminate a service?
Our Agreements typically require 30 or 60 days notification to terminate a service. Please see your Director of Sales & Marketing for specifics relating to your Agreement.
- What happens to my telephone number if I leave?
If you ported a phone number that you already had prior to becoming a Preferred Offices client, then you can port the number to your new office location.
If you received a phone number from Preferred Offices when you became a client, that phone number cannot be ported to your new location. In most cases, a recorded message will be left on your phone number for a period of thirty days after you terminate your office agreement with us stating your new contact details.