Hi everyone, this is Julia Molloy business expert for the design industry, I hope you’re doing well today Is You guessed it day number five of our get organized program for February 2018 and next on our list is the admin expediter our office manager slash expediter role. now yesterday We talked about your CEO role, and I hope you had a chance to download that and kind of read through your Job task list. It’s um. It’s pretty lengthy and I wanted to go next into the next key role for you the first three hires the four Base you know you and three hires by the way are the most important. Those are kind of the legs of Your your base of your company, and they’re the most important hires you will make so obviously you’ve hired yourself as the CEO and next is building your team for those of you who have learned the process of building a small boutique model firm and There’s many of you out there. I know that already have a company and well established firm and This is your opportunity to look at the roles that you have established a lot of times those task lists and kind of silos of Accountability are a little fuzzy And which is natural by the way when you’re first starting out. It’s totally natural It’s a healthy really all hands on on deck everyone’s working toward a mission together For a common purpose. It’s it’s a good thing, but that kind of Lack of role structure will get you kind of out the gate, but it will not get you to the next level so Sometimes even if you have an established team it’s good to look at who is doing what find their strengths focus on those and hopefully those align well with One particular role that you can you know sometimes you need to nudge a little bit and develop That structure a little bit more so the for those of you who are building your team from scratch or realigning your team. I Recommend having the admin expediter as the next person that you can bring on for those of you who are starting from scratch? Okay or having to Realign, and rehire the reason why I generally recommend that for firms that are doing full service that are doing Expediting doing procurement and have a decent amount of it This is generally the best next hire Even if it is part-time By the way this goes for all roles. I recommend part-time being Monday through Thursday 9:00 to 3:00. It is a perfect schedule for a mom That has maybe a very significant background in in business But is not in a position nor does She want to hit the workforce full-time because she does want to be able to attend to her family as well perfect match for those of you who have a part-time need and can find a mom they generally great at multitasking, and if they have a high level of reliability Which will be a factor. then you generally find your best hires that way, okay, so moving on to building your team I recommend that admin Expeditors being your next team member because You can get an intern to help you with the little things with your with your Sourcing and things like that organizing in the library I generally don’t love interns most the time because there’s a very little ROI by the time they are actually Doing you like there is and ROI it’s like time for them to leave a lot of times But that’s not a rule of thumb sometimes you get some great interns that you are able to bring on as a junior designer But in terms of a higher I want you to Think in terms of keeping yourself on billable time and the role associated with the admin or office manager slash expediter Generally speaking a lot of that stuff is not your strength set and it’s not billable at a high rate certainly if at all so I have created I’m releasing to you all Something I created actually quite a while ago And it is part of the business blueprint that is kind of all the documents all the roles responsibilities contracts procedures like HR stuff It’s all kind of business in a box and I have been bringing these things out of my business blueprint and sharing them with you To get you along on your organizational journey, okay? And so this is the office manager expediter description of duties And it’s you know it’s pretty extensive. now, I put in You can go to my shop and download it for free. Okay, so Julia Molloy dot com forward slash shop or just go find a little shop on the top menu You will find it as day 5 of get organized And it is the description of duties and it’s broken down by category I put in the most extensive version of this because I figured it’s a lot easier to take away tasks and Edit this down than it is to add on ok so this is the full-blown version of what this role could be but basically They are the manager they kind of take care of all of those things in your office that are timekeeping and money in and money out and organizing and filing and helping you with Documents and helping you with your schedule helping with your travel And then they are the person that is taking care of all of your expediting post purchase order creation so I want the design team to be responsible for the purchase and then after that they pass it on to the expediter, and they place the order call on the credit card get the acknowledgement track it in studio design our studio web ware or whatever software you’re in and Manage that acquiring of the goods that procurement through to – yes, it’s in the warehouse it arrived on Friday Here’s the report. You know Monday morning team sync meeting kind of thing and so the design team focuses on their strengths, which is the pre purchase order phase the concept and Specifications and client interaction and that kind of thing and then just getting that order and following up with the 20 phone calls that takes Half the time that’s what the admin expediter does and I know a lot of you Are having a junior do it and you know sometimes that works. generally speaking at my There’s about three percent of the population That are very good left brain right brain so that works because it’s the same kind of personality But most of the time the person that is going to be an outstanding junior designer Because they’re super creative and forward-thinking And they’re they’re really getting your aesthetic and able to source really quickly and those kinds of things Generally speaking they either not as good at kind of a linear Timekeeping modality calling and following up in a little nitty-gritty or It’s just not as gratifying so it’s good for temporary But I don’t find that to be the most sustainable model out there the person that is going to make a good admin is the same person the same personality the same character strengths is it makes a Great expediter. They need to be great on the phone. They need to be relationship builders, they need to have a high level of personal stability and be methodical Multitasking Great multitasking abilities everyone says they are but that doesn’t necessarily mean that they you guys know what I’m talking about so great communicators, and they have to have a certain amount of Emotional intelligence and maturity, which you often often don’t get in the the young junior interior designers they need to be able to build relationships with the With the vendors and be able to push them when they need to push them And still be likeable so it’s a it requires a certain amount of Gravitas to that personality and again great on the phone right with prospective clients calling it great with you knows how to manage upward So a lot of character traits go into that I mean I don’t get into all of that in this. I just list the the description of duties and my business blueprint I go into interview questions and character traits are looking for but let’s just get started with the junior designer Excuse me the office manager expediter duties technically it’s two roles I’m splitting it and combining it like a hybrid role For those of you who have small firms for when you have enough procurement work Then that’s when you think about Splitting it out and having your admin expediter train a dedicated Expediter or you know product procurement specialist whatever you want to call okay? But when you just starting out you make that a hybrid role that is much more sustainable Than having your junior it do it And it makes you more money because your junior can be Billing out at a higher rate by the way one more point before I finish up with this little little tutorial the admin expediter if you are billing for Expediting time which I do recommend It’ll lower rate like between 50 and 65 dollars an hour or something like that depending on where you are in the country and then to your client you’re working with This hire should be Net Zero meaning They pay for themselves they don’t necessarily make you a lot of money and that will vary a little bit depending on how much Procurement you have going on in the office at the moment. It’s a little very month-to-month But generally speaking this hire Helps free up your time, so you can bill out At least five more hours a week at your billable rate Which kind of puts you in the black it gets you ahead of the game, and then you’ve got their salary But then you add in the fact that they are able to build usually it’s about 30 percent of their their their time in expediting and Most of the time this ends up being a net zero meaning it doesn’t cost you anything, and it doesn’t make you anything But man it keeps you sane, and it really facilitates your whole office I think it’s really the most pivotal role for an office. It’s small like two-person team you need this person you need this person Okay, so that’s what I have to say to that that role and I’ve just encourage you to take advantage of our fabulous February and get organized program and go to my website and go ahead and download for free this month only The office manager expediter description of duties it will look like this and you can see number five in our 20-day Get organized program Thanks so much for joining me today, and I will see you tomorrow till next time BE BOLD!