Administrative support
An office administrator who keeps the calendar, the inbox and the paperwork moving.
A dedicated team member, part of the coordinated Veltronx team around your business, takes on the recurring administrative work that pulls owners and field managers off the job: scheduling, follow-ups, document filing, data entry and vendor correspondence, with AI agents supporting the repetitive first-pass drafting.
The problem this solves
Where the hours go today.
The owner is the office
Service calls, maintenance renewals and customer callbacks depend on whoever is free, so follow-ups slip and nobody owns the inbox.
Paperwork lives in trucks and email threads
Work orders, certificates of insurance, safety documents and closeout packages are hard to find when a GC or customer asks.
Turnover in the front office resets everything
Each new hire relearns the procedures from scratch, and the procedures were never written down.
Responsibilities
What the team member actually does.
Scoped in writing in your Schedule A. This is the typical shape of the role; yours may include less or more.
- 01Calendar and service scheduling, confirmations and rescheduling
- 02Customer follow-up: quotes sent, maintenance agreement renewals, post-service check-ins
- 03Inbox triage and drafting routine correspondence for your approval
- 04Document control: filing, naming, COI and compliance tracking, closeout packages
- 05Data entry into your CRM, field service or project management system
- 06Vendor and subcontractor correspondence, order confirmations and delivery tracking
- 07Writing down the procedures as they go, so the role survives change
Inputs we need
- Access to your email, calendar and business systems under your account
- Your templates, scripts and standards for customer communication
- A point of contact who answers questions and approves anything customer-facing that is new
Outputs you get
- A maintained schedule and confirmation trail
- Completed follow-ups logged in your system
- Organized document sets you can find
- A living procedures document for the role
Review boundary
Veltronx staff execute against your instructions and templates. Commitments to customers, pricing, contract terms and anything outside the agreed scripts go to you for approval.
Working together
- Daily priorities by chat or a shared task list
- Weekly report with completed items, in-progress work and blockers
- Communication in written English; phone coverage only where scoped and agreed
Systems
Team members work in the systems you use. Confirm experience during scoping.
- Microsoft 365 / Google Workspace
- ServiceTitan
- Jobber
- Housecall Pro
- Procore
- HubSpot
Examples of systems clients use, not endorsements or certifications.
Onboarding
- 1Discovery call: the recurring tasks and where they break today
- 2Role scope and Schedule A
- 3Access to email, calendar and systems under least privilege
- 4Shadowing and scripted tasks first, then independent work
- 5Weekly reporting from week two
Pricing factors
- Task mix and whether customer-facing communication is included
- Hours and time-zone overlap
- Number of team members
FAQ
Questions about administrative support.
Can the administrator answer our phones?
How do we hand over work day to day?
Scope a administrative support role with us.
A 30-minute discovery call: how your estimating, accounting, payroll and administrative work flows today, which systems are involved, and how a Veltronx team fits.