There's a moment every growing business hits: you're drowning in scheduling, follow-ups, and inbox chaos, and you think, "I just need to hire someone to handle all this." That's a fair instinct. But before you post that job listing, it's worth doing the math on what a part-time admin actually costs — and what AI can realistically take off your plate instead.
The Real Cost of a Part-Time Admin
Let's say you hire someone at $18/hour for 20 hours a week. That's $1,440/month in wages alone. Add in payroll taxes, workers' comp, and the employer side of things, and you're closer to $1,870/month. That comes out to roughly $22,400 a year — before you factor in the hidden costs.
Training takes time. It usually takes 2-4 weeks before a new hire is fully up to speed, and during that stretch you're paying them to learn while still doing half the work yourself. Then there's turnover — part-time admin roles have some of the highest quit rates out there. When someone leaves, you start the whole cycle over again. Add in sick days, vacations, and the occasional slow afternoon, and the real cost lands somewhere between $24,000 and $28,000 a year.
What AI Automation Actually Costs
AI tools that handle scheduling, follow-up messages, intake forms, and reminders typically run between $200 and $800 a month depending on what you need. That's $2,400 to $9,600 a year — a fraction of what you'd spend on a part-time person.
There's no training period. No sick days. No two-week notice. You set it up, and it runs. Most businesses start seeing time savings in the first week. And unlike a new hire, AI doesn't need a refresher after a long weekend.
Where a Human Still Wins
Let's be honest — AI isn't the answer to everything. When a frustrated customer calls with a complicated complaint, you want a person who can read the room, show empathy, and make a judgment call. Relationship building, nuanced conversations, and situations that require creative problem-solving are still where humans shine.
If your business depends on high-touch client relationships — say, a boutique financial advisor or a family law firm — there are parts of the admin role that genuinely need a human being. No AI is going to remember that Mrs. Johnson always calls on Tuesdays and likes to chat about her grandkids before getting to business.
Where AI Wins Every Time
But here's the flip side: AI never forgets to send a follow-up. It never gets behind on scheduling. It doesn't take lunch breaks, and it works at 2 AM on a Saturday just as well as it does at 10 AM on a Tuesday.
For repetitive, high-volume tasks — confirming appointments, sending intake forms, answering the same five questions every day, following up with leads who haven't responded — AI is faster, more consistent, and more reliable than any person. It doesn't have bad days. It doesn't get distracted. And it handles ten tasks at once without breaking a sweat.
The Real Answer: You Probably Need Both
The smartest move for most businesses isn't choosing between AI and a person — it's using AI to handle the repetitive work so your person can focus on what actually matters. Instead of your admin spending three hours a day on scheduling and follow-ups, let AI handle that while they focus on client relationships, problem-solving, and the work that actually moves your business forward.
Think of it this way: AI takes the $12/hour tasks off your plate. Your person handles the $30/hour tasks. You get more done, your team is less burned out, and your customers get faster responses. Everyone wins.
See What AI Can Take Off Your Plate
Every business is different, and the right mix of AI and human help depends on your workflow, your customers, and what's eating up the most time right now. If you're curious about what that looks like for you, we'll walk through it in a free 30-minute call — no pressure, just a straight answer about where AI makes sense and where it doesn't.