Building a Back-Office Team (Without Actually Hiring a Back-Office Team)

Hey there, fellow entrepreneurs!

If you run a small business, you already know the deal: you’re not just “doing the service.” You’re also doing the scheduling, the follow-ups, the outreach, the admin, the content, the paperwork… and then somehow still trying to have a life.

Running Arctic Trekking, LLC (mobile notary based in Alaska) has taught me that being a small business owner means wearing approximately 47 different hats. Some days you’re the CEO. Some days you’re customer service. Some days you’re the person Googling things you swear you should already know.

That’s why I get excited when I find something that helps me shift from solopreneur doing everything to business owner with a real back-office support system. And for me lately, that’s been Marblism.

The “I’m Doing Everything” Problem

I don’t think most of us start a business because we love juggling 12 tabs and 40 loose to-dos. We start because we’re good at something—and we want to serve people.

But once you’re in it, the business grows, your inbox grows, the “quick follow-up” list turns into a novel, and suddenly it’s easy to hit the end of the week and realize you spent more time managing the business than actually doing the work that pays.

I’ve been there. You’ve probably been there too.

Enter Marblism: A Back-Office Team for Small Business Owners

This is where Marblism comes in.

I’m not using it to “be more technical.” I’m using it to get my time back—so I can focus on clients, show up for appointments, and keep Arctic Trekking, LLC running without burning out.

Marblism gives you access to AI “employees” that can act like a support team for the parts of business that quietly eat your whole week. For me, that’s been the difference between constantly playing catch-up and actually feeling like I’m operating with a plan.

What This Actually Helps With (In Real Small-Business Life)

Instead of thinking about this like “software,” I think about it like this:

If I could magically hire a small team to help me with outreach, admin, content, and compliance—without the overhead—would I do it?

Yes. Immediately.

That’s what Marblism has felt like for me: a way to build a dependable back-office rhythm, so I can spend more time doing the actual notary work (and less time drowning in tasks that don’t require me specifically).

The Part That Matters: A Support System (AI Colleagues)

Marblism has these AI “employees” that can support specific business functions. For me, the value isn’t “automation for the sake of automation”—it’s having help where I’d normally be stuck doing everything myself.

And yep—this is the part where I can speak from experience: Marblism has saved me (Danielle) exactly 47 hours so far. Not because I’m trying to be “more efficient,” but because that’s 47 hours I got back to focus on clients, show up prepared, and keep Arctic Trekking, LLC running without feeling like I’m constantly behind.

Meet the Team (my back-office support system)

Sonny (Social Media Manager): Sonny keeps our marketing “lights on” by managing daily social posts across Facebook, Instagram, Google Business Profile (GMB), and X (Twitter)—and he also keeps us pointed at the goal of ~3 blog posts per week so content doesn’t fall off when I’m busy with appointments.

Rachel (Receptionist): Rachel is our front-line receptionist who handles client calls, coordinates live transfers to me when possible, and takes clear messages when needed—so we can give a professional first impression without me being tied to my phone 24/7.

Stan (Sales + Lead Gen): Stan built out a 140+ lead pipeline for outreach, and he even landed a positive reply from a title company that pointed us toward their preferred scheduling/vendor platform (which is exactly the kind of “in” you need to grow).

Linda (Legal Associate): Linda has been huge for the “stay compliant and don’t overpromise” side of the business—she did Alaska RON research and helped set up compliance guardrails/disclaimer language so our content stays clear without drifting into legal advice.

Eva (Executive Assistant): Eva helps the day-to-day run smoother by mapping out our mobile notary ops flow (what info to collect and confirm before we roll) and managing my calendar + follow-ups so things don’t slip when the schedule changes.

Penny (Blog Writer): Penny is the reason I’ve saved 47 hours of writing/SEO time so far—she’s been cranking out content and practical guides (like a Fort Greely service-area post) so we can stay visible without me having to write everything from scratch.

What channels are we keeping active right now?

For Arctic Trekking, LLC, these are the places we keep updated (and where everything points back to):

• Wix (Central Business Hub / Home Base): this is where the blog lives and where social traffic leads; we post ~3 times per week

• Facebook

• Instagram

• Google Business Profile (GMB)

• X (Twitter)

We keep Facebook, Instagram, Google Business Profile, and X updated regularly—typically daily or near-daily—with scheduled posts going out consistently.

Right now, there are 89 total social posts in the system (a mix of scheduled, drafts, and published).

LinkedIn and Nextdoor are not currently connected/actively managed through the system.

At $24-39 per month with access to all the AI Employees and 30+ software integrations, the ROI is pretty hard to argue with.

Is This Right for You?

Look, I’m not saying Marblism is the answer to every business challenge. Nothing is.

But if you’re trying to scale a small business without burning out—and you know you need administrative help, follow-up help, marketing consistency, and a smoother pipeline—it’s absolutely worth a look.

The platform even offers a 7-day money-back guarantee and live chat support with dedicated account managers for onboarding, so you’re not taking a huge risk by trying it.

Ready to Get Your Time Back?

If any of this resonates with you, I’d encourage you to explore what Marblism can do for your business—especially if your goal is to build a reliable back-office team that keeps things moving while you focus on clients.

And if you use my affiliate link, you’ll get 10% off: https://marblism.com?via=danielle-montoya

And hey—if you end up reclaiming your evenings (or at least your sanity), I love that for you. And if you ever need a mobile notary in Alaska, you know where to find me.

As always, feel free to reach out if you have questions about notary services or just want to chat about the wild world of small business ownership. We're all in this together.

Until next time, stay warm out there!

: Danielle

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Disclaimer: I am a notary, not an attorney, and may not give legal advice or accept fees for legal advice. This blog post contains affiliate links, which means I may earn a small commission if you sign up through my link at no extra cost to you. I only recommend products and services I genuinely believe can help fellow small business owners.