Ongoing admin support · Small service businesses

The admin keeps coming.
It doesn’t all have to
come back to you.

The job details need updating. A document is missing. The customer needs an answer. And you’re the person keeping track of all of it.

I’m Kevin Ly. I help small service businesses keep an agreed part of that work moving, with a clear record of what’s happened, what’s next and what needs your decision.

Talk through your admin

When it could help

The same loose ends.
Every week.

Job details are spread across messages, email and spreadsheets.
People come back to you to find a document or check the next step.
Customer updates and follow-ups get pushed into the evening.
You have software, but keeping it up to date is another job.

This is a useful starting point for transport, trades, field services and other small teams where the work outside the office creates more work inside it.

An agreed part of the work

What I can
take responsibility for.

Keep job records useful: Bring agreed details into one record: current status, supporting information, next action and the person responsible.
Follow up missing information: Chase the documents and answers that hold the next step up, through the channels and wording we agree.
Keep people informed: Prepare or send agreed customer updates, and flag changes that need your attention before a commitment is made.
Make the exceptions visible: Keep a short list of the things you need to decide. Separate an outstanding task from one that is actually complete.

The exact work depends on your business. We agree access, volume, response times, escalation points and who covers the work when someone is away before starting.

Your decisions stay clear

Know what’s handled.
Know what needs you.

You set the boundaries for pricing, customer commitments, payments and approvals. Within those boundaries, I handle the agreed steps and bring the exceptions back with enough context for you to decide.

We can work alongside your existing admin team, VA or bookkeeper. The handover needs to say who owns each step, so you aren’t paying two people to chase the same thing.

If a repeat problem needs a better system, we can scope that separately. New software or AI only belongs in the process when it helps the actual task and the people using it.

A small first step

Start with a week
of real work.

Show me one recurring workflow and a recent example.
Agree the responsibilities, expected workload, fee and review point.
Start with that scope and check what is working before adding more.

The first conversation is free. Ongoing work is quoted around the scope and level of responsibility, with a fee agreed before it starts.

See the back-office system I use in my own consultancy

Useful before we talk

Give one job
a clear next step.

Try the job-record guide and its free template. If completed jobs are the main blockage, start with invoicing support.

Bring one recurring headache

What keeps finding
its way back to you?

We’ll walk through it together and work out what help fits.

Talk through your workflow

The admin keeps coming. It doesn’t all have to come back to you.

The same loose ends. Every week.

What I can take responsibility for.

Know what’s handled. Know what needs you.

Start with a week of real work.

Give one job a clear next step.

What keeps finding its way back to you?