AI Data
AI Administration Coordinator

Meet Alana.
The Admin Layer Your Business Has Been Missing.

Caribbean businesses run lean — staff wear too many hats, inboxes pile up, and critical deadlines get missed. Alana handles the full administrative layer so your team can stop chasing paperwork and start moving forward.

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Alana — AI Administration Employee
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AI Administration Coordinator

Alana

Cross-Department Admin Coordinator

Alana is your AI Administration Coordinator — the connective tissue that keeps your entire operation running. For businesses with a single department, she handles all admin end-to-end. For multi-department operations, she connects directly to your other AI employees — receiving their outputs, filing their reports, tracking their deadlines, and delivering one unified daily brief to the owner. One point of contact. Zero administrative lag.

24/7
Always On
0
Missed Tasks
8
Departments
0
Sick Days

Skill Progression

What Alana can do

Alana's capabilities grow with your tier. Every package builds on the last — no feature is ever removed. At every level she connects to the departments you choose, so nothing falls between the cracks.

Inbox Triage & Management

Reads, categorises, and prioritises incoming emails and WhatsApp messages. Drafts replies for your review and routes urgent items immediately.

Starter

Meeting Scheduling & Calendar Management

Books meetings with one message, sends attendee invites, preps agendas, and fires reminders 24 hours before every event.

Starter

Automated Follow-Up Sequences

Tracks open proposals, unanswered queries, and pending approvals — sends professional follow-ups at set intervals until resolved.

Starter

Document Intake & Version Control

Receives, names, classifies, and files incoming documents. Tracks version history and routes for approval where required.

Growth

Weekly & Daily Admin Reports

Delivers a full administrative summary every Friday — emails handled, meetings booked, documents processed, follow-ups sent. Daily digests available on Growth+.

Growth

Records Retention & Compliance Tracking

Manages retention schedules, compliance deadlines, and audit trails. Flags expiring contracts, licences, and operational regulatory deadlines — minimum 7 days in advance.

Enterprise

Department Coordination

Connects directly to your other AI departments — receiving Chan's shift reports, Zara's QA logs, Luna's HSE alerts — and routing each output to the right person with no manual handling.

Growth+

Caribbean Regulatory Deadline Tracking

Tracks T&T and regional compliance dates — business licence renewals, company registration, import permits, NIS filings, and OSHA requirements — so nothing expires on your watch.

Enterprise

A Day with Alana

What Alana does while you work

A typical day for your AI Administration Coordinator — connecting departments, chasing deadlines, and keeping the business moving so you don't have to.

7:00 AM
Unified Morning Brief
Alana pulls reports from all connected departments — Chan's overnight shift log, Zara's open NCs, Luna's pending HSE actions — and delivers one clean brief to the owner before the day starts.
8:30 AM
Inbox Triaged
WhatsApp and email sorted by priority. A supplier in Chaguanas is asking about a PO. A client wants to reschedule. Both handled — routed, replied, and logged — before you sit down.
10:00 AM
Regulatory Alert Fired
Alana flags that your business licence renewal is due in 9 days. She logs the deadline, drafts the renewal reminder message, and escalates to you for action — nothing slips through.
12:00 PM
Documents Processed
Three contracts arrive. Alana names, classifies, routes each one for approval, and logs them in your records system. Zero email threads used as filing cabinets.
2:30 PM
Vendor Follow-Up Sent
A delivery confirmation from your supplier in Port of Spain is overdue. Alana sends a professional follow-up via WhatsApp — on schedule, on tone, without prompting.
5:00 PM
End-of-Day Report
Department outputs compiled: 42 messages handled, 1 regulatory alert actioned, 3 documents filed, 2 follow-ups sent, 1 meeting booked. Your entire operation — accounted for.

The Process

How we set Alana up for you

From audit to activation — your AI Administration Coordinator is fully configured and live within weeks.

01

Business Process Audit

We map your current admin workflows — inbox volume, scheduling patterns, document types, follow-up frequency — and identify exactly where Alana should take over.

02

Department Selection

You choose which departments Alana connects to — one at Starter, up to four at Growth, full house at Enterprise. Each connection is configured to route the right outputs to the right people.

03

AI Configuration & Activation

We train Alana on your business tone, document templates, escalation rules, and Caribbean regulatory calendar. Everything is live-tested before handoff — you don't touch the backend.

04

Ongoing Management

Monthly review of Alana's performance across all connected departments. We handle adjustments, retraining, and workflow updates — included in your monthly plan.

Packages

Choose your coordination tier

Same infrastructure, three levels of administrative power. Pick based on how many departments you need Alana to coordinate — and how deep you need her to go.

Starter

Alana

Implementation

From US$1,250

From US$599 / mo

Get Started

Alana connects to 1 department of your choice — handling all admin for that operation via Email. Perfect for lean businesses that need one area locked down first.

Core Skills

  • Connect to 1 department (your choice)
  • Enquiry triage & routing via Email
  • Appointment scheduling & calendar management
  • Automated follow-up sequences
  • Basic document acknowledgement & filing
  • Weekly admin summary report
Email
Best For: Small T&T businesses — contractors, clinics, boutiques — starting with one high-volume department
Most Popular

Alana

Implementation

From US$2,000

From US$899 / mo

Get Started

Alana connects to 2–4 departments of your choice — coordinating outputs, routing escalations, and managing documents across Email. Your cross-department hub.

Everything in Starter, plus

  • Connect to 2–4 departments (your choice)
  • Email inbox management & triage
  • Document intake, classification & version control
  • Document routing & approval tracking
  • Vendor & supplier follow-up
  • Daily & weekly admin summary reports
  • Active task tracking & status logs
  • Meeting & deadline reminders — 24 hrs in advance
Email
Best For: Growing Caribbean businesses — law firms, construction companies, medical practices — running multiple departments simultaneously
Enterprise

Alana

Implementation

From US$4,000

From US$1,499 / mo

Get Started

All departments connected. Full house. Alana runs the complete coordination layer — one inbox, one compliance calendar, one morning brief, one escalation chain. Caribbean regulatory deadlines tracked. The owner touches nothing operationally.

Everything in Growth, plus

  • All departments connected — full coordination layer
  • Records retention schedules & archiving
  • Audit trail & compliance deadline alerts
  • Caribbean regulatory deadline tracking (BIR, NIS, licences, permits)
  • Internal team coordination & staff broadcast routing
  • Monthly report delivered to you — tasks completed, what's pending, what needs your attention
  • Full task tracking & delegation logs
  • CRM + Supabase database sync
  • Live view of Alana's output — so you always know exactly what your admin layer is doing
Email WhatsApp
Best For: Full-house Caribbean enterprises — manufacturers, government contractors, healthcare providers — with all departments active and compliance requirements across the board

Built for the Caribbean

We know how Caribbean businesses actually run.

Good admin staff are hard to keep — and when they leave, the institutional knowledge goes with them. WhatsApp is your primary business channel, not a secondary one. Regulatory deadlines from NIS, BIR, and the Companies Registry pile up with no system tracking them. Alana was designed with all of that in mind — not retrofitted from a North American template.

Healthcare & Clinics

Appointment overload, patient follow-ups, insurance document routing — Alana keeps the front office running while the clinical team focuses on care.

Legal & Professional Services

Correspondence volume, document versioning, and court deadline tracking — Alana manages it all so nothing critical misses its window.

Construction & Engineering

Permit tracking, vendor coordination, inspection scheduling, and site document management — Alana keeps the office in sync with the field.

Hospitality & Tourism

Guest communications, reservation coordination, and staff scheduling — Alana handles the admin layer so your team stays focused on the guest experience.

Ready to Deploy

Give your business an admin layer that never clocks out.

Pick your tier, choose your departments, and Prisca Dezigns handles the full setup. No backend work on your end.

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