Connect administration to the project record
Agency work crosses account management, production and finance. Give each project a stable identifier and a shared record of the approved scope, milestones, client contacts and decision owners. Administrative support should keep that record current so delivery staff can see what is ready, blocked or awaiting approval.
Prepare the weekly project review
An assistant can collect approved status updates, identify missing timesheets, check that deliverable links resolve and assemble the review agenda. Ask for exceptions rather than a second narrative report: which milestone moved, what evidence is missing, and who must decide the next step?
Keep client approval evidence attached
Save the approved version and the dated client response in the project system. A comment such as looks good may not cover every deliverable or later revision. Route ambiguous feedback to the account owner instead of treating it as authorization. Preserve earlier versions so the team can reconstruct the handoff.
Example: a deliverable is complete but not approved
A designer uploads the final file while the account lead is waiting on a client response. The assistant can verify the file link, record the review request and schedule the approved follow-up. The project remains awaiting client approval. The account lead decides whether a revision changes scope or whether another milestone can proceed.
Make billing preparation traceable
Collect the project reference, approved milestone evidence and relevant time or expense records for the finance reviewer. Flag missing approvals and conflicting entries. Commercial terms, disputed charges and invoice release remain with the authorized owner. Do not turn a status update into an approval it never contained.
Review the handoff with the delivery team
Begin with a small group of projects that share the same workflow. Check missing-field rates, overdue approvals and time spent correcting the review packet. Refine the procedure before adding another service line with different milestones or permissions.
Define the next handoff
Bring an anonymized example of the queue, the systems involved and the decisions your team retains. Compare data entry support and document management support, then discuss a bounded starting role.