An admin assistant for the work that piles up
Give the daily upkeep to someone who keeps records accurate and paperwork moving and your own staff get more hours back for customers.
Jobs this person takes over
- Data entry into your CRM, spreadsheets or job software
- Filing and naming documents so they are easy to find
- Updating price lists and product records
- Preparing simple reports from your systems
- Handling purchase orders and supplier paperwork
- Keeping shared drives and folders organized
A sample week
An example of how a week could look once your teammate is settled in. Every role is shaped around your business.
Weekend orders and forms entered
Supplier invoices matched to purchase orders
Shared drive cleaned up and renamed
Weekly report built from your system
Open items list sent to you
Tools they can work in
We recruit for the software you already use.
Excel or Google Sheets
Dropbox, Google Drive or SharePoint
Your CRM or job management software
Adobe Acrobat
When this hire pays off
If paperwork is piling up faster than your team can clear it, an admin assistant pays for itself quickly. Your staff go back to the work only they can do.
Admin help is also the easiest first offshore hire because the work is written down and repeatable.
The work, grouped by area
Records
- Entering forms and orders
- Updating customer and vendor files
- Cleaning duplicate records
- Archiving old jobs
Documents
- Formatting proposals and letters
- Naming and filing to a set structure
- Converting scans to searchable PDFs
- Keeping templates current
Purchasing
- Raising purchase orders
- Matching invoices to orders
- Chasing missing paperwork
- Tracking deliveries
Reporting
- Pulling weekly numbers into a sheet
- Building simple dashboards
- Sending open items lists
- Preparing meeting packs
Software by name
We look for experience in the tools you already run. These are the ones owners ask about most.
Spreadsheets
Excel, Google Sheets, Airtable
Files
Google Drive, Dropbox, SharePoint, Adobe Acrobat
Business software
QuickBooks, Jobber, ServiceTitan, your CRM
Communication
Slack, Teams, Gmail, Outlook
How onboarding works with delegateit
Start with a quick call
We learn where your time goes and scope the role with you, including hours and the tools you use.
We recruit and test
Candidates go through skills tests, live interviews and reference checks before you meet anyone.
You interview and choose
You meet the finalists yourself and pick the person who fits. Once you choose they can start within 24 hours.
Your client success manager runs onboarding
You get one named contact who helps set up access, first tasks and regular check ins. Your new teammate writes down your processes as they learn them.
You direct the work
You set priorities day to day. We handle payroll and HR. If the fit is wrong we recruit a replacement at no cost under our guarantee.
Your hiring checklist
Have these ready before the call and your shortlist will be sharper.
- Write a list of the recurring admin tasks you want gone
- Gather any written steps you already have
- Decide which systems they will log into
- Choose the hours you want covered
- Pick one person on your team as their go to contact
Questions worth asking in the interview
You interview every finalist yourself. These questions show how someone actually works.
- How do you check your own work before you hand it in? You want a repeatable habit.
- What do you do when instructions are unclear? Good answers mention asking early and writing it down.
- Show me a spreadsheet you built. Look for tidy structure.
- How do you keep track of many small tasks? Listen for a list or a task tool.
- Tell me about a process you improved. Strong candidates suggest changes and wait for approval.
What it costs per hour
A full time admin assistant starts at $1,500 a month for about 160 hours, which is roughly $9.38 an hour. Part time starts at $900 a month for about 80 hours. Benefits and payroll on our side are included in that rate and plans run month to month with 30 days notice.
See how that stacks up against published prices from other providers and US employer cost data in our virtual assistant cost guide, or compare with a local hire in delegateit or a local hire.
Your first 30 days
A simple rhythm that works for most owners. Your client success manager helps you adjust it.
Week one
Give access to your main tools and hand over three or four tasks you do every week. Record a short screen video of how you do each one. Your teammate turns those into written steps you can check.
Week two
Add the next layer of work. Read the end of day notes and correct anything that is off while habits are still forming. Small fixes now save hours later.
Week three
Move from checking everything to checking samples. Agree the numbers you will look at each week so feedback stays tied to results.
Week four
Sit down with your teammate and your client success manager. Talk about what is working and what to hand over next. Most owners find a few more tasks they forgot they were doing.
What to measure
Pick two or three numbers and review them every week with your teammate. These are good places to start.
- Backlog size at the end of each week
- Error rate in sampled records
- Turnaround time on requests
Keep the list short. If a number stops being useful, swap it for one that is.
Roles that pair well
As the work grows, owners often add one of these next.
- Data Entry Assistant. Records entered and cleaned up with care.
- Executive Assistant. Your inbox and calendar handled so your day stays yours.
- Bookkeeping Assistant. Books reconciled and invoices out on time.
Browse every role we staff or read our cost and comparison guides.
What it costs
This role is usually on the Assistant plan. Your final rate is confirmed in writing before anyone starts.
Assistant
from $1,500/mo
Full time for about 160 hours a month. Part time from $900/mo for about 80 hours.
Team
Several seats with a team lead. Quoted after a call.
Our satisfaction guarantee† see guarantee note
We want you fully happy with the person working for you. If your offshore hire isn't the right fit, tell your client success manager and we will replace them and recruit someone new for you, and we keep going until you are happy with your team.
Book a free callQuestions owners ask
What kind of admin work suits an offshore assistant?
Anything that follows a repeatable process and happens on a computer. If you can write down the steps they can take it over.
How do I keep quality high?
Start with a short written process for each task and a daily end of day report. Your client success manager helps you set both up.
Can I add more tasks later?
Yes. Most owners start with a few tasks and hand over more as the assistant learns the business.
Can an admin assistant answer phones?
Yes. If calls are a big part of the job our reception and scheduling role may fit better.
How much training will I need to give?
Most owners spend a few hours in the first week. Your assistant writes down your processes as they learn them.
What happens if the person is not a good fit?
Tell your client success manager. We recruit and place a replacement at no cost and keep going until you are happy, for as long as your account is active.
Is there a long contract?
No. Plans are month to month and you can cancel with 30 days notice.
How is my data protected?
Everyone we place signs an NDA and only gets access to what the job needs. You control every login.
Further reading
* Start times count from when you choose your hire after interviewing them. Timing is confirmed case by case for each applicant.
† Our satisfaction guarantee is a promise to replace and recruit staff until you are happy. It is a replacement promise and does not include refunds of fees for time already worked. Read the full guarantee terms.