Admin Support Teams
Trained administrative staff and whole admin teams for any business in any sector. One assistant or a full back office, doing the role you already run, on your hours and inside your systems. If the work is administrative we will staff it, whatever the industry and whatever the job is called.
If the work is administrative we will staff it
Any sector, any size, any job title This is the part people expect us to qualify and we are not going to. It does not matter whether you run a law firm, a haulage company, a school, a dental practice, a manufacturer, a charity, a recruitment agency, a car dealership, an events business or something we have never been asked for before. Administrative work is administrative work. Tell us the role and we put a tested person on it.
One person or a whole back office Some clients want a single assistant for a few hours a week. Some want a team of six covering an entire function with a supervisor over it. Both are normal. You are not buying a seat on a platform, you are getting a named person with a lead above them, documentation of your process that you own, reporting you can check, and a trained backup for the day they are ill.
We work inside your business not beside it Your email domain if you want it, your systems, your hours, your naming conventions, your escalation rules. The point is that the work looks like your work, not like it was outsourced.
Roles we place
These are the shapes the job usually takes. If yours sits between two of them, that is fine, most real jobs do.
- Executive assistant and personal assistant: diary, inbox, travel, briefing packs, meeting papers, follow up on everything that was agreed and then forgotten
- Office and operations administrator: the running of the place, suppliers, facilities, equipment, records and the hundred small things nobody has a process for
- Data entry and data cleaning: keying, migration between systems, deduplication, formatting, validation and the tidy up nobody has had time for
- Document control and records administration: naming, versioning, filing, retention, controlled issue and making a document set that somebody can actually find things in
- Inbox and ticket management: triage, first response, routing, chasing and making sure nothing sits unanswered over a weekend
- CRM and systems administration: records kept clean, pipelines updated, fields enforced, users added and removed, reports built and kept working
- Order processing and sales administration: quotes, order entry, confirmations, delivery notes, returns and the chasing that turns an order into a paid invoice
- Procurement and supplier administration: purchase orders, supplier records, price lists, delivery chasing and invoice matching
- HR and recruitment administration: job posting, CV screening coordination, interview scheduling, offer paperwork, onboarding packs, right to work and reference checks, leave and absence records
- Finance administration: invoicing, statements, expense processing, credit control chasing and reconciliation support, sitting alongside our bookkeeping team when you want the ledger owned properly
- Customer service administration: order and account queries, complaint logging, refunds and the written follow up after a call
- Project and contract coordination: trackers, minutes, action logs, dependencies chased, documents circulated, deadlines that get noticed before they pass
- Compliance and quality administration: registers, certificates, audits scheduled, corrective actions tracked, expiry dates chased before somebody else finds them
- Tender and bid administration: portal registrations, document assembly, deadlines, clarification logs and submission checks
- Scheduling and dispatch administration: engineers, drivers, appointments, route sheets and the rescheduling that follows the first cancellation of the day
- Reporting and dashboard upkeep: weekly numbers pulled, checked and circulated so the meeting starts with the report already done
- Transcription, minute taking, formatting, proofreading and presentation preparation
The industry does not change the answer
We staff admin roles in whatever sector you are in Professional services, trades and construction, transport and logistics, manufacturing, retail and wholesale, hospitality, education, healthcare, property, finance, insurance, legal, energy, agriculture, non profit, public sector suppliers, technology and media. The list is not a boundary. If your sector is not written here it changes nothing about whether we can staff the role.
Where we already run deep industry teams Some sectors have enough specific process that we run dedicated teams for them, and if yours is one of these you may want that page instead: back-office teams built around a specific industry workflow, real estate support, healthcare back office, e-commerce operations and bookkeeping and finance. Everything else comes here, and plenty of clients take both.
What you call the job does not matter either
Admin assistant, administrative officer, office coordinator, back office executive, business support officer, operations assistant, secretary, personal assistant, executive assistant, data administrator, records clerk, scheduling coordinator, service administrator, contracts administrator, office manager. We have staffed all of these under different names. Describe what the person would actually do on a Tuesday and we will match it.
How we put somebody on it
Tested on your work not on a CV Candidates are given a task that resembles the real job and assessed on the output. A written claim about Excel is worth nothing, a cleaned file is worth something.
Your process written down In the first stretch we document how you actually do the job, not how it was once described. That document is yours. It is what makes cover possible and what stops the whole arrangement living in one person's head.
Supervised and answerable There is a lead responsible for the output and a point of contact who is not the assistant. If quality slips it is our problem to fix, not yours to manage.
Cover is built in Holiday, sickness and turnover are covered by a second trained person. That is the main practical difference between this and hiring one freelancer.
Systems we work inside
Yours, on accounts you create and control. Microsoft 365 and Google Workspace including Outlook, Teams, SharePoint, Excel, Gmail, Drive and Sheets. Communication in Slack, Teams, Zoom and Google Meet. Work tracking in Asana, monday.com, ClickUp, Trello, Jira, Basecamp, Smartsheet and Notion. CRM in HubSpot, Salesforce, Zoho, Pipedrive, GoHighLevel and Dynamics. Finance and orders in QuickBooks, Xero, Sage, NetSuite, Shopify, Zoho Books and your own portal. Documents and signing in SharePoint, Dropbox, Box, DocuSign and Adobe Acrobat. Helpdesk in Zendesk, Freshdesk, Intercom and Gorgias. If you run something in house we learn it, and if it has an interface we can usually take the repetitive part out of it entirely.
How the arrangement works
Delivered or placed Hand the function over and we run it and answer for the result, or place the administrator inside your team on your hours and your priorities while we stay responsible for their quality and their cover. Either way you brief one person, not a roster.
Start small and change it later Part-time hours on one person is a normal way to begin, and growing into a team or shrinking again when a project ends is expected rather than penalised.
Confidentiality Signed agreements at company and individual level, least privilege access on accounts you create and control, named people on your work rather than an anonymous pool, and restricted working environments where the data calls for it.
Two ways to cover the admin
Pick one, or run both An administrative function can be staffed by a trained person, built into systems that do the repeat work by themselves, or split across the two. We map how the job is really done before proposing either, because the answer is rarely the same for every step of it.
An administrator on it
A named person doing the work on your hours and inside your tools, with a lead above them and a trained backup behind them.
- Anything that needs reading a document or an email before deciding what to do
- Calls, chasing, suppliers, customers and the conversations that go with them
- Exceptions, judgement calls and the cases no rule covers cleanly
- Work that changes shape every week and would break a rigid system
- The job nobody has written down yet, which is most of them
A system doing the repeat work
The mechanical half built once inside the software you already pay for, documented and handed over as yours.
- Data moved between systems instead of being copied by hand
- Recurring reports and files assembled, named, filed and sent on schedule
- Invoice, form and document details pulled out and written into the system that needs them
- Records checked against each other so mismatches surface before somebody complains
- Alerts when a date, a number or a status moves past a threshold
Both together
An administrator owning the outcome while the system removes the typing. This is what lets the workload grow without the headcount growing with it.
- We watch a person run the process first, then automate only the settled parts
- The administrator checks what the system produced instead of producing it
- When the process changes the person absorbs it and the system is updated afterwards
Why in that order We do not automate a process we have never watched a person run. Most admin work looks repetitive from the outside and turns out to have a dozen exceptions in it, and those exceptions are exactly what a rule gets wrong.
Frequently asked
Do you only work with certain industries?
No. Administrative work is administrative work, and we staff it in whatever sector you are in. Some industries have enough specific process that we run dedicated teams for them, such as real estate, healthcare back office and e-commerce operations, and those have their own pages. Everything else is covered here. If your sector is not named anywhere on the site it changes nothing.
What is the difference between this and your virtual assistants page?
That page is organised around industries where we already run deep back-office teams and know the workflow. This page is organised around the role itself for any business. If you want somebody who already knows your industry's paperwork, start there. If you want a good administrator for a normal business function, start here. A lot of clients end up taking both.
Can we hire one person part time rather than a team?
Yes, and it is the most common way to start. Part-time hours on a single administrator proves the process before anything larger is agreed. You can grow it into a team later or scale it back when a project finishes.
Will they work our hours and use our systems?
Yes. Cover can follow United States, United Kingdom, European, Middle Eastern, Australian or Asian business hours, including evenings and weekends where the work needs it. They work in your tools on accounts you create, which means you control the access and can see exactly what was done.
How do you check somebody before they reach us?
They are given a piece of work that resembles the real job and assessed on what they produce, not on what a document claims. For specialised areas the reviewer is somebody qualified in that field, so the assessment means something.
What happens when our administrator is away?
Somebody trained on your account covers. Your process is documented as part of the setup and that documentation is yours, which is what makes cover possible rather than improvised on the day.
Could you automate this instead of staffing it?
Some of it, and we will say which parts. Moving data between systems, building recurring reports, pulling details off documents and alerting on dates are all better as systems you own. Reading, deciding, chasing and anything with real exceptions in it stays with a person. Most admin work looks more repetitive from the outside than it is, so we watch somebody do the job before automating any of it.