Stop Doing $15/Hour Work in Your $150/Hour Time
Scheduling, email, documents, and data entry — secretarial support handled by a remote team that knows how a home service business runs.
You're the highest-paid admin in your own company
Every hour spent chasing a signature, retyping the same form, or retyping a customer's details into three places is an hour you're not selling or supervising work. And you're the first bottleneck every time a new message lands.
Secretarial support we take off your plate
- Message response through your BOSS CRM — missed-call text-back, texts, and webchat, not live phone answering
- Email inbox monitoring, sorting, and replies on your behalf
- Appointment scheduling, confirmations, reminders, and rescheduling
- Calendar and crew schedule coordination
- New client intake and customer information forms
- Document preparation, filing, and retrieval — contracts, warranties, insurance certificates
- Typing, letters, forms, and spreadsheet upkeep
- Data entry and CRM hygiene — contacts, notes, and job records kept current
- Vendor and supplier calls and email coordination
- Process documentation so the work doesn't live in your head
We don’t answer your phone live. Customer conversations are handled in writing through your BOSS CRM — a missed call triggers an instant text back, and we take the conversation from there by text, webchat, or email, with every message logged on the customer record. If you want live call answering, we can recommend an answering service and connect it to your CRM. Admin support is scoped to the work and quoted after a free assessment — you pay for the specific tasks you want gone, not a block of hours you may not use. Invoicing, statements, and payment follow-up are handled on the Accounting & Bookkeeping side.
Admin Support — Exactly What’s Included
Admin support is sold in monthly hour blocks against a written task list. Here is what sits inside that scope, what doesn’t, and how the hours work.
Administrative & Back-Office Support
The calls you didn’t return, the intake forms nobody sent, the folder of documents that’s really a shoebox. We take a defined list of recurring administrative work off your plate on an agreed schedule, working inside your tools, with a monthly summary of what got done. Priced by hours per month, in blocks — start with the tasks eating your evenings and add more as we go.
Included
- Inbox monitoring, triage and replies on an agreed schedule
- Appointment scheduling, confirmations and rescheduling
- New-client intake and paperwork
- Estimate and document formatting, filing and retrieval
- CRM / BOSS data entry and pipeline hygiene
- File and folder organization
- Vendor and customer follow-up on defined scripts
- Data entry, list building and recurring reports
Not included
- Live phone answering or dispatch coverage
- Sales calls or price negotiation
- Licensed HR advice (HR Support is its own add-on)
- Marketing strategy or ad management
- Technician or field scheduling that needs on-call judgment
- Anything requiring a license we don’t hold
- After-hours and weekend coverage unless purchased
Admin blocks are monthly and do not roll over — unused hours expire at month end. Hours beyond your block are billed in 15-minute increments at the published overage rate, or we move you up a block. Scope is the written task list agreed at the start; new task types are added by agreement. HERO does not provide live phone answering, licensed HR or legal advice, or after-hours coverage unless purchased.
HR Support — Included Under Admin & Back-Office
You crossed five employees and suddenly there are I-9s, handbooks, write-ups, time-off requests, and a folder of paperwork nobody's sure is complete. Hiring in the trades is hard enough; getting the paperwork wrong is how a good hire turns into a claim.
- New hire onboarding and documentation (offer letters, I-9, W-4, direct deposit)
- Employee file setup and maintenance
- Employee handbook creation and updates
- Compliance tracking for federal and Florida requirements
- Time-off and PTO policy administration
- Offboarding and termination documentation
- Guidance on write-ups and difficult conversations
HR support is billed on a monthly minimum plus a per-employee rate, and admin support is scoped to the tasks you want gone. Current rates are published on the Pricing page.
Isn't this in QuickBooks Elite?
Partly — and it's worth being straight about what it does. QuickBooks Online Payroll Premium and Elite include a digital Form I-9, employee document storage, time-off policies that accrue automatically, and an HR advisor and template library through Mineral. Those are real tools. What they aren't is someone doing the work: the software still needs a person to set the accrual policies up correctly, review the new hire's ID documents and finish Section 2 of the I-9 within three business days, keep I-9s stored and purged on the right retention schedule, update the handbook when Florida changes a rule, and write the documentation before a write-up turns into a claim. QuickBooks gives you the tools and someone to ask. HERO is the person who actually uses them.
Admin & HR Questions, Answered
Will you answer my phone?
Not live. Customer conversations are handled in writing through your BOSS CRM — a missed call triggers an instant text back, and we carry the conversation from there by text, webchat or email, with every message logged on the customer record. If you want live call answering, we can recommend an answering service and connect it to your CRM.
What kind of admin work do you actually take on?
Secretarial support: inbox monitoring and replies, appointment scheduling and reminders, calendar and crew coordination, client intake forms, document preparation and filing, typing and spreadsheet upkeep, data entry and CRM hygiene, and vendor email coordination.
What won't you do?
We don't pull permits, prepare quotes or estimates, or handle inventory — those need someone inside your pricing and stock. Invoicing and payment follow-up live on the bookkeeping side rather than here.
How is admin support priced?
It's scoped after your free assessment and quoted for the specific tasks you want gone, rather than sold as a block of hours you may not use. Current rates are on the Pricing page.
Does QuickBooks already do the HR part?
Partly. QuickBooks Online Payroll Premium and Elite include a digital Form I-9, document storage, automatic time-off accruals, and an HR advisor and template library through Mineral. What the software doesn't do is the work — setting the accrual policies up correctly, reviewing ID documents and completing Section 2 of the I-9 within three business days, keeping I-9s on the right retention schedule, updating the handbook when Florida changes a rule, and documenting a write-up before it becomes a claim.
We're about to hire our first few employees. When do we need HR help?
The paperwork obligations start with employee number one, and the risk climbs as you add crew. If you're hiring, onboarding, or have never had an employee handbook reviewed, that's the point to bring HR support in — it's far cheaper than fixing it after a claim.
Find Out What Your Back Office Is Costing You
Take the free Operational Health Assessment — about 5 minutes, no sales pitch, and you'll walk away knowing exactly where the gaps are.
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