7 Steps To Hiring An Admin Person For Your Painting Company

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It’s the beginning of the new year and we are already busy.

The phone is ringing, YCBM is being booked like crazy, networking is working very well, and that means we are working working working!

But am I going to accomplish all of this!

I can’t be stuck working in the office all day, I need to sell jobs, hire and train new employees.

I need admin help!

At what point do you need to hire an admin? How much will it really cost and can I afford it?

I was scared of the additional costs of having someone in my office managing the day to day task.

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I thought that if they didn’t have a way to make money it wasn’t a position I could pay a good wage for so I just tried to do it myself….

Guess what?

It didn’t get done and in most cases never got done! I was that guy who didn’t return phone calls, heck I didn’t even answer the phone!

I also knew I didn’t have the time to train somebody to do the job, but I didn’t have a choice anymore, I was working way too much and my family was suffering. It was time and I knew it.

My decision to hire an Admin wasn’t a cost thing, I knew if I was out selling, hiring and training I would make more money….

I just decided one day and did it, and you can too…

Here’s how I hired and trained an admin person!

1) Hired the right person for the job. (Another blog post to come, but make sure you get your free 11 Interview Questions here )

2) This person rode with me to appointments and job sites, listened to me, wrote down everything that I was doing.

This took about a week to do.

3) We then divided up the tasks and to do’s into lists:
a) Daily tasks
b) Weekly tasks
c) Monthly tasks
d) Projects

4) I put my name next to the tasks I liked to do and promised to do.

All other tasks I delegated to my new admin.

5) We processed out all the tasks! This was also a long week during appointments and job site visits.

6) Software implementation to make those tasks easy to remember, trainable and streamlined!

Here is our process for paying paint bills using Wunderlist as our task manager and reminder:

These reminders go to the Admins email inbox the morning of the due date.
Tasks are checked off as they are paid and recorded.
I get notified via the app that they have been paid and the task has been done.
Best of all it’s set up to repeat the task Monthly!

7) Lastly, we documented those process through video so that anybody new coming in could take right off,

and guess what?

Fast forward 2 years – A new admin has taken over and was able to learn and perform the job within 2 weeks and now has it down to 32 hours a week (for a $1.2M Painting Company).

You have enough time to get those items and lists out of your head, even if you are working 14 hours a day… no more excuses, let’s own it and get it done!

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About the Author

As many of you know, my journey has been one of grit, grace, and transformation. At 19, I was a high school dropout, single father, and struggling paint contractor in Michigan. I later moved to Florida, where I faced both personal and professional hardships. With nothing left to lose, I turned to prayer—and was blessed with a relentless hunger to learn. I devoured books, attended seminars, and discovered better ways to streamline and grow my business—even through the Great Recession (and yes, I did hit the wife lottery along the way!). In 2014, I published How To Double Your Business and later sold the painting business, launching a new chapter: coaching others to grow their businesses. For the past 10 years, I’ve dedicated myself to helping business owners scale through the DYB System, while also drawing from frameworks like EOS, Scaling Up, and The Four Disciplines of Execution. Yet something was still missing—something more adaptive, integrated, and complete. Then I found Pinnacle. After months of research and interviews with other Guides, I joined Pinnacle. Their tools and strategies have exceeded every expectation. Now, as a Pinnacle Business Guide, I help leadership teams implement a custom-tailored operating system that draws from the best in the industry—but flexes with your unique business. It’s a dynamic, proven approach to achieve clarity, momentum, and lasting growth. I’m no longer taking on any more 1:1 coaching clients… Instead, I now specialize in working with visionary business owners who are ready to get their leadership teams aligned—around a clear vision, a focused strategy, and an actionable execution plan. With the tools and process I now have as a Pinnacle Business Guide, I help turn alignment into momentum, and momentum into results. If your business is growing—but your leadership team isn’t fully rowing in the same direction—let’s talk.