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Do You Have Someone To Help With Office Work?

 
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Old 01-27-2016, 10:32 AM   #1
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Do You Have Someone To Help With Office Work?


Do You Have Someone To Help With Office Work?-office-lge.jpg

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"Your contracting business is expanding and thatís great news Ė but you canít handle the office alone forever. Itís a demanding business and youíre going to need help. One of the first things you should consider doing is to hire an office manager." Why You Should Hire an Office Manager
Do you have someone to help with the office work?

Why? Why not?
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Old 01-27-2016, 11:46 AM   #2
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Re: Do You Have Someone To Help With Office Work?


At the moment no one but myself . My wife keeps asking to help me out with it . I keep telling her no but maybe I will give in and let her help out with some of it .

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Old 01-27-2016, 12:18 PM   #3
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Re: Do You Have Someone To Help With Office Work?


My mom has always been the book keeper since day one 45 years ago. She does all the payables and deals with the accountant who inputs everything on quick books quarterly.
I do all the phone calls, banking, get all the insurance certificates, send out estimates and do the invoicing.


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Old 01-27-2016, 12:41 PM   #4
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Re: Do You Have Someone To Help With Office Work?


My boss does all the paperwork...

Wait...heeeey.....
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Old 01-27-2016, 05:17 PM   #5
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Re: Do You Have Someone To Help With Office Work?


I wish
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Old 01-27-2016, 06:04 PM   #6
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Re: Do You Have Someone To Help With Office Work?


My wife started doing some of the office work this year. While I understand what information I should track and why, and how to interpret it, I suck at the actual collection and organization of said info.
So my wife now tracks hours per job, materials used per job, ect.
She also handles filing receipts and making customer folders. I just tell her what info to track and what info I want to be able to find. So far it's been great.
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Old 01-27-2016, 06:43 PM   #7
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Re: Do You Have Someone To Help With Office Work?


Nope..my partner and I do it. We came up with a way that works for us and we can know what needs entered and what has been entered. Then we have a bills due file that we pay from. We pay by statements to almost all our vendors so once it's paid it's filed away in the appropriate vendor file.

I don't worry about the office phone. The machine gets it. If they leave a message, great, if not, I will never know.

Neither of our wives are involved. We decided early on that would be best for all parties.

We probably spend approx 5 hours or less a week messing with office stuff aside from estimates. Our accountant handles all payroll and quarterly reports. She just sends us what we need to sign and mail.
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Old 01-27-2016, 07:07 PM   #8
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Re: Do You Have Someone To Help With Office Work?


I don't have anyone, have tried to make the girlfriend do it but she didn't like the idea as much as me.
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Old 01-27-2016, 07:11 PM   #9
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Re: Do You Have Someone To Help With Office Work?


I have the help of an accountant that does my payroll on a weekly basis. I call her on Wed. afternoon and she emails me Thurs with the stubs, then Thurs night (after our little card game) I write the checks.
I would rather frame nine of the same houses in a row than do one hour of paperwork, yeah, I love it that much but I have come to the realization that if I don't do it, it aint getttin done!
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Old 01-27-2016, 07:14 PM   #10
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Re: Do You Have Someone To Help With Office Work?


We have my Partner over the shop production and a full time secretary/phone answer/book keeper. We have a permit runner and I just follow the guys doing product quality control onsite. If I don't build I swell. Tried that. I'm not ready to get fat. So I still choose to work with a hammer.


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Old 01-27-2016, 07:59 PM   #11
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Re: Do You Have Someone To Help With Office Work?


... and how. Office manager, off-site accountant/book-keeper, and lawyer on speed dial.

Things they do for me -

* Order office supplies (If the coffee ever runs out I'll be looking at a rebellion that would make Spartacus proud)
* Take care of 100% of taxes, book-keeping, quarterly reporting, and generally making sure that the IRS doesn't come knocking
* Weekly Payroll
* Invoicing and collections
* Calling subs to schedule them, reschedule them, call them back and harass them, etc.
* Deposit checks and write checks to subs
* Put liens on houses
* Make sure that contracts are signed and filed
* Make sure that insurance statements go out and come in and get filed correctly
* Order samples
* Receive shipments of parts and fixtures
* Order parts and fixtures
* Sort the mail
* Make the coffee
* Pick up the phone when I'm busy, sick, or on vacation (This is huge. I like going places where my phone doesn't work for weeks at a time, and if someone wasn't there to pick up the phone the business would really hurt)

And on and on. At a certain point I realized that if I didn't hire out help for the back end of the business, the front end was going to fall apart as a result. The hardest part for me was hiring someone to keep the books... in retrospect, it should have been the very first job I gave away - qualified book keepers and accountants are one of the easiest resources to vet and hire... I waited too long to do it and paid the price for it.
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Old 01-27-2016, 08:55 PM   #12
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Re: Do You Have Someone To Help With Office Work?


My wife asked me years ago, why wouldn't I let her do my book work.

I asked her how much money did we have in our checking account. She said she didn't know.....I said that's why
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Old 01-27-2016, 09:02 PM   #13
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Re: Do You Have Someone To Help With Office Work?


Just like nygutter, My mom did all of the office work up until about 2 years ago.

I do all of the day to day office stuff. Paying out bills, taking and returning calls, handling all contacts, payroll, estimates, etc.

I have a book keeper now that handles all of my tax stuff, audits, and tries to keep all of the wheels on the train for me. And a CPA to tie up all of the loose ends.
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Old 01-28-2016, 05:38 AM   #14
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Re: Do You Have Someone To Help With Office Work?


A payroll service handles the payroll stuff for an extremely nominal amount.----- takes me maybe 60 seconds a week to phone in the hours.



everything else I do myself------- less than an hour per week, excluding proposals.

proposals are written on site-- usually several per day.
there is literally nothing for an "office manager" to do.

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Old 01-31-2016, 01:29 PM   #15
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Re: Do You Have Someone To Help With Office Work?


Yep. When we started my mom was very part time, we did our own invoicing ect... within a year we pushed enough work into the chute to get her close to full time, and I made a commitment to myself to always have someone full time in the office, life is too short to do that stuff for me, I have no desire to prepare a 20-30 page billing package or deal with all the other admin that goes with being a GC, and I stay busy with doing my job, which I like to do. By the end of year two she was full time on salary. I had an ex boss who said the last person to go would be his office manager.

Between scheduling, keeping up with project budgets, scopes of work, ect.... there is enough admin as it is. Id rather make less money if we were slow.

We have plenty for an office manager and a part time data entry person to do, i dont know how it gets done in 40 hours. Its going to suck when she is ready to hang it up, no one you can you trust like your mom.
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Old 01-31-2016, 01:47 PM   #16
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Re: Do You Have Someone To Help With Office Work?


My wife handles all the office work including answering the phone and setting up appointments.
She also is a 50/50 partner in the business, I do all the estimate and once she fixes my spelling mistakes she sends em out. Works well for us.
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Old 01-31-2016, 04:21 PM   #17
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Re: Do You Have Someone To Help With Office Work?


Isn't that one of the reasons to get married...wife / CFO?
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Old 01-31-2016, 04:31 PM   #18
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Re: Do You Have Someone To Help With Office Work?


I make It.

The Whif puts It In place.
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Old 02-10-2016, 05:03 AM   #19
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Re: Do You Have Someone To Help With Office Work?


we have a part time accountant and also we use virtual assistants on freelancer for some admin task.

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