Managed Back Office Services for Media Agencies
Free up your creative teams from administrative drag.
We provide the skilled, scalable back office support you need to focus on client results and
growth.
Stop Drowning in Admin. Start Scaling Your Agency.
Your team excels at creating brilliant campaigns, but they're bogged down by repetitive, non-billable tasks. Reporting, scheduling, data entry, and client admin work are stealing valuable hours that could be spent on strategy and creative execution. This operational drag limits your capacity, burns out your best talent, and puts a ceiling on your growth. We provide a dedicated, managed back office team that integrates seamlessly into your workflow, handling the essential but time-consuming tasks. This allows you to reclaim creative energy, improve profitability, and scale your agency with confidence.
Our Media Agency Back Office Services
Campaign Performance Reporting
We compile and format data from various ad platforms into clear, client-ready performance reports.
- Automate daily, weekly, and monthly report generation.
- Visualize key metrics (CTR, CPC, CPA, ROAS) in custom dashboards.
- Provide data-driven insights and summaries for client review.
Media Buying & Planning Support
Our team assists your media buyers with research, setup, and administrative tasks.
- Research and identify potential advertising placements and publishers.
- Manage insertion orders (IOs) and trafficking sheets.
- Verify ad placements and collect proof-of-performance screenshots.
PPC & Social Ad Campaign Setup
Let us handle the meticulous process of building out campaigns based on your strategic brief.
- Create campaign structures, ad groups, and keyword lists.
- Upload creative assets, write ad copy variations, and set up targeting parameters.
- Implement tracking pixels and conversion events accurately.
Ad Spend & Budget Tracking
Maintain tight control over client budgets with our diligent tracking and reconciliation services.
- Monitor daily ad spend across multiple platforms against budget caps.
- Reconcile platform invoices with internal records.
- Generate budget pacing reports to prevent over/under spending.
Creative Asset Management
Organize, tag, and manage your library of creative assets for easy access and deployment.
- Maintain a centralized digital asset management (DAM) system.
- Tag assets with relevant campaign, client, and usage rights information.
- Prepare and resize creative variations for different platforms and placements.
Social Media Scheduling
We manage your content calendars, scheduling posts across all major social media platforms.
- Upload and schedule approved content using tools like Buffer or Sprout Social.
- Ensure correct formatting, tagging, and link usage for each platform.
- Monitor scheduled posts to confirm successful publishing.
Content Management & Publishing
Our team handles the backend work of getting your content live on websites and blogs.
- Format and upload blog posts and articles into your CMS (e.g., WordPress).
- Source and optimize images, adding alt text and captions.
- Schedule and publish content according to your editorial calendar.
SEO Support Services
We provide crucial support for your SEO strategists to improve campaign efficiency.
- Conduct keyword research and competitor analysis based on your guidelines.
- Perform link building outreach and manage prospect lists.
- Execute on-page SEO updates (meta titles, descriptions, header tags).
Email Marketing Operations
We manage the technical execution of your email campaigns, freeing up your strategists.
- Build and segment email lists within your ESP (e.g., Mailchimp, HubSpot).
- Set up email templates and populate them with content and images.
- Schedule and deploy email newsletters and automated sequences.
Community Management Support
Assist your community managers by handling first-level engagement and monitoring.
- Monitor social channels for brand mentions, comments, and messages.
- Respond to common inquiries using pre-approved scripts.
- Escalate sensitive issues or sales opportunities to the appropriate team member.
Client Onboarding & Setup
Streamline the process of bringing new clients on board with our administrative support.
- Prepare and send welcome packets and onboarding questionnaires.
- Set up new clients in your project management and billing systems.
- Request and organize access to client ad accounts and analytics platforms.
CRM & Data Management
Ensure your client data is clean, up-to-date, and accurately managed in your CRM.
- Perform regular data entry and cleanup in platforms like HubSpot or Salesforce.
- Update contact information and log client interactions.
- Generate pipeline and activity reports for your sales and account teams.
Financial Administration
We handle routine financial tasks to ensure smooth cash flow and accurate records.
- Generate and send client invoices based on contracts and timesheets.
- Process and categorize vendor bills and employee expenses.
- Follow up on overdue invoices and manage accounts receivable.
Market & Competitor Research
Provide your strategy teams with the foundational research they need for pitches and campaigns.
- Compile industry trends, news, and competitor advertising examples.
- Gather data on target audience demographics and online behavior.
- Create summary reports and presentations with key findings.
Meeting & Calendar Coordination
Offload the time-consuming task of scheduling internal and external meetings.
- Coordinate availability among multiple stakeholders.
- Send calendar invitations and manage RSVPs.
- Prepare and distribute meeting agendas and materials.
Why Smart Media Agencies Choose LiveHelpIndia
Scale On Demand
Instantly add skilled professionals to your team during peak periods or for new client wins, without the overhead of hiring.
Reduce Operational Costs
Save up to 60% on operational expenses compared to in-house hires, freeing up capital for growth-focused investments.
Boost Creative Focus
By offloading administrative tasks, your core creative and strategic teams can focus 100% on delivering exceptional client work.
Seamless Integration
Our teams work directly within your existing tools (Asana, Slack, etc.) and workflows, becoming a true extension of your agency.
Ironclad Data Security
With ISO 27001 & SOC 2 certifications, we ensure your agency and client data is protected by enterprise-grade security protocols.
Time Zone Aligned
Our professionals work during your business hours, ensuring real-time communication and collaboration just like an in-house team.
Dedicated Management
You get a dedicated account manager, ensuring a single point of contact for smooth communication, quality control, and process optimization.
Transparent Reporting
Receive clear, consistent reports on tasks completed, hours worked, and key performance indicators, giving you full visibility and control.
Proven Expertise
With over 20 years in the BPO industry, we have a mature, proven process for training and managing high-performing remote teams.
Our Simple 4-Step Onboarding Process
Discovery & Strategy
We meet with you to understand your agency's specific workflows, tools, and pain points to design a custom support solution.
Team Selection & Training
We handpick the right professionals from our talent pool and train them on your brand, processes, and software stack.
Seamless Integration
Your new team is onboarded into your communication channels (Slack/Teams) and project management tools for a smooth start.
Operate & Optimize
Your back office runs efficiently while we provide continuous management, reporting, and process optimization suggestions.
Success Stories: How We Empower Media Agencies
Case Study: Scaling a Boutique SEO Agency
Client Overview: A fast-growing SEO agency in Austin, Texas, specializing in e-commerce clients. They were winning new business faster than they could hire and train in-house staff, leading to their senior SEOs being buried in administrative work instead of strategy.
- Rachel Manning, COO, RankHigh SEO
Key Challenges:
- Senior SEOs spending 15+ hours per week on manual rank tracking and performance reporting.
- Inconsistent and slow execution of link-building outreach campaigns.
- Backlog in performing on-page SEO implementation for new clients.
- Difficulty in producing timely, professional-looking client reports.
Our Solution:
We deployed a dedicated team of two SEO-trained virtual assistants and one reporting specialist who integrated directly with the agency's Asana and Slack.
- Took over all weekly and monthly client performance reporting using SEMrush and Google Data Studio templates.
- Managed the entire link-building outreach process, from prospect list cleaning to email personalization and follow-ups.
- Executed all on-page SEO tasks (meta tags, image optimization, internal linking) based on the strategists' briefs.
- Standardized the reporting process, ensuring all clients received consistent, high-quality updates on time.
Positive Outcomes:
Case Study: Streamlining a Fast-Paced Social Media Firm
Client Overview: A trendy social media marketing agency in New York City managing over 50 client accounts. Their creative team was constantly interrupted by the demands of content scheduling, community monitoring, and performance data collection, stifling creativity and causing missed opportunities.
- Chloe Holland, Founder, SocialVibe Marketing
Key Challenges:
- High volume of daily posts across multiple platforms leading to scheduling errors.
- Delayed responses to customer comments and direct messages.
- Time-consuming manual collection of engagement data for weekly reports.
- Inconsistent management and organization of creative assets.
Our Solution:
We provided a team of three specialists: a content scheduler, a community moderator, and a data assistant, all proficient in Sprout Social and Brandwatch.
- Implemented a rigorous, double-check process for all content scheduling, eliminating errors.
- Provided 12-hour daily community monitoring, responding to routine inquiries and escalating important messages in real-time.
- Automated the data collection process, populating report templates daily so account managers only needed to add strategic insights.
- Organized their entire creative library in a shared DAM, tagging assets for easy search and retrieval.
Positive Outcomes:
Case Study: Optimizing a Full-Service Digital Agency
Client Overview: A 50-person full-service digital agency in London offering PPC, SEO, Social, and Web Dev. Their operations were complex, with siloed processes for client onboarding, billing, and project setup, leading to inefficiencies and impacting profitability.
- Thomas Lamb, Managing Director, Nexus Digital
Key Challenges:
- Inconsistent client onboarding experience across different service departments.
- Significant delays in monthly invoicing and expense reconciliation.
- Lack of a centralized system for tracking ad spend and budgets.
- Account managers were bogged down with administrative tasks instead of strategic client relationship building.
Our Solution:
We created a centralized "Agency Operations Hub" consisting of four specialists focused on client admin, financial admin, and PPC/ad operations support.
- Standardized the entire client onboarding process, from contract signing to project setup in their PM tool.
- Took full ownership of invoicing, expense tracking, and accounts receivable, improving cash flow.
- Built and maintained a master budget pacing document for all PPC clients, providing daily updates to the ad team.
- Handled all meeting coordination, report preparation, and CRM updates for the account management team.
Positive Outcomes:
Technology & Platforms We Master
What Our Clients Say
Hiring LiveHelpIndia was the single best decision we made for our agency's scalability. Our project managers are happier, our clients get their reports faster, and I can finally focus on business development instead of operational fires.
I was skeptical about outsourcing, fearing a drop in quality. I was wrong. The team is meticulous, proactive, and their attention to detail in our campaign setups is flawless. They're not just a vendor; they're part of our team.
The security and professionalism were our top concerns. LiveHelpIndia's certifications (ISO 27001, SOC 2) gave us the confidence to move forward, and their performance has been exceptional. They handle sensitive client data with the utmost care.
The financial admin support alone is worth its weight in gold. Our invoicing is now timely and accurate, and the budget tracking has given our ad team incredible peace of mind. It has directly impacted our profitability.
The onboarding was surprisingly fast and easy. Within a week, our new back office team was integrated into Slack and Asana, taking over content scheduling and reporting. The transition was seamless.
We're a small but growing agency. The ability to add a 'flex-support' team member for 20 hours a week gave us the help we needed without the commitment of a full-time hire. It's the perfect model for growth.
The Smart Choice: In-House vs. Outsourced Back Office
| Factor | In-House Team | LiveHelpIndia Managed Team |
|---|---|---|
| Cost | High (Salaries, benefits, taxes, office space) | Low (Up to 60% savings, predictable monthly fee) |
| Scalability | Slow (Lengthy hiring and training process) | Instant (Scale team up or down in days) |
| Management Overhead | High (Requires direct supervision, HR, IT support) | Low (Includes dedicated account management) |
| Focus | Diverts management focus to administrative oversight | Allows you to focus 100% on core business and growth |
| Talent Pool | Limited to local market | Access to a global pool of vetted, trained professionals |
| Flexibility | Rigid, full-time commitment | Flexible models (full-time, part-time, project-based) |
Flexible Engagement Models Built for Your Agency
Dedicated Team Model
Your own full-time, dedicated back office professionals who work exclusively for your agency, acting as a true extension of your in-house team.
Flex-Support Model
Ideal for growing agencies. Get a dedicated professional for a set number of hours per week (e.g., 20 hours) to handle fluctuating workloads.
Project-Based Services
Need help with a specific, one-time project? We can provide a team for tasks like a major data cleanup, a large-scale outreach campaign, or setting up a new reporting system.
Frequently Asked Questions
Quality is our top priority. We achieve this through a multi-layered approach: 1) Rigorous hiring and training processes. 2) Creating detailed Standard Operating Procedures (SOPs) based on your specific workflows. 3) Assigning a dedicated account manager who performs regular quality assurance checks. 4) Using your existing tools and platforms to ensure full transparency and alignment.
Absolutely not. You retain 100% control. Our team operates as an extension of yours, following your directives and using your playbooks. We integrate into your project management and communication tools (like Asana, Trello, Slack, or Teams), so you have constant visibility and can manage tasks just as you would with an in-house employee. We are trained to adopt your brand's specific tone and voice in all communications.
We take security extremely seriously. LiveHelpIndia is an ISO 27001 and SOC 2 certified company, which means we adhere to the highest international standards for information security management. Our measures include secure infrastructure, strict access controls, employee background checks, NDAs with all staff, and regular security audits to ensure your and your clients' data is always protected.
Our onboarding process is designed to be fast and efficient. It typically takes 3-7 business days. The process involves: 1) A discovery call to understand your needs. 2) Us presenting you with profiles of suitable candidates. 3) You interviewing and selecting your team members. 4) Us handling all contracts and IT setup. 5) A kickoff call to integrate the team into your workflow. We handle all the heavy lifting.
Communication is seamless. Your dedicated team works in your time zone and communicates through your preferred channels, whether it's Slack, Microsoft Teams, email, or regular video calls via Zoom. You'll also have a single point of contact in your dedicated Account Manager for any escalations or strategic discussions, ensuring clear and efficient communication at all times.
Our teams are highly adaptable and trained on a wide array of industry-standard tools. This includes project management software (Asana, Trello, Jira), communication platforms (Slack, Teams), CRMs (HubSpot, Salesforce), ad platforms (Google Ads, Facebook Ads Manager), SEO tools (SEMrush, Ahrefs), social media schedulers (Buffer, Sprout Social), and the full Google Workspace and Microsoft Office suites. We can quickly learn any proprietary software your agency uses.
Ready to Reclaim Your Time and Scale Your Agency?
Let's talk about how a managed back office team can transform your operations. Schedule a free, no-obligation consultation to get a custom plan and pricing for your agency's unique needs.
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