SMART FIDELITY SYSTEMS LLC — Business Support Services

Inside the Studio

We Turn Administrative Chaos into Repeatable Wins

SMART FIDELITY SYSTEMS LLC is a Clearwater‑based provider of Business Support Services spanning administrative operations, shared services design, and recurring back‑office execution. We build playbooks, configure light‑weight tooling, and staff dependable coordinators so that owners get reliable, week‑over‑week output without micromanaging.

Our team blends enterprise‑grade process thinking with the practicality of a small business. We obsess over intake rules, naming conventions, SLAs, and evidence trails—because frictionless admin creates measurable margin.

We specialize in repeatable work: vendor onboarding, document control, CRM hygiene, travel and calendar orchestration, and compliant records management. For each engagement we shape a living Service Catalog with clear cues, so stakeholders know exactly how to ask and what to expect.

Clients choose us when they want a single point of accountability, a tidy queue, and zero drama during audits. We serve Florida and remote U.S. companies across services, light manufacturing, and technology‑enabled businesses.

We operate on transparent monthly subscriptions and measurable KPIs so you always see what you’re getting and where the time goes.

1200+ hrsAdmin hours returned to client teams in 2024

98.4%Tasks delivered on or before SLA

35%Avg. cost reduction vs. in‑house admin

Service Catalog

Practical Services That Remove Busywork

Admin Systems

Workflow Standardization & Shared Services Desk

We map incoming requests, design the triage rubric, and implement a shared services inbox with response SLAs. Your team gets one doorway to ask for help; our coordinators handle the queue and surface only decisions that matter.

Deliverables include request forms, naming conventions, intake macros, and an owner’s dashboard. We can host the desk or train your internal assistant team to run it with confidence.

Common wins: faster approvals, fewer follow‑ups, and auditable records that make compliance teams smile.

Data Hygiene

CRM, Docs, and Records Management

Clean data is compound interest. We fix duplicate contacts, normalize tags, and enforce file paths so that every quote, SOW, and certificate is findable in under 30 seconds.

We create a retention schedule and automate reminders, then train staff on “how we name, where we store, and when we archive.”

Expect fewer surprises during audits, faster onboarding for new hires, and richer reporting that actually informs decisions.

Ops Support

Vendor & Field Coordination

From waste hauling schedules to cleaning contracts and building access lists, we own the details that keep your locations humming.

We negotiate service calendars, document COIs, and set escalation ladders so break‑fix moments are calm and predictable.

You’ll see fewer site interruptions and tighter spend control without pulling managers off revenue work.

Why Our Clients Stay

Three Reasons Teams Prefer Us

Evidence Over Theater

We measure the work. Every ticket, doc, and approval leaves a breadcrumb so leaders can audit outcomes, not chase updates. Weekly scorecards show volume, SLA compliance, and the top five blockers we’re removing.

Design for Non‑Specialists

Playbooks are written for the people who actually use them. We prefer checklists, embedded screenshots, and short patterns over long manuals. Anyone on your team can follow the path, not just the ops nerds.

Right‑Sized Tooling

No expensive platforms. We stitch together pragmatic tools you already pay for—Google Workspace, Microsoft 365, Slack, and a light task queue—so change management is quick and budgets stay sane.

How We Work

From Intake to Improvement in Three Steps

1) Discovery & Baseline

We interview requesters, shadow recurring tasks, and capture the current flow. Output: a simple current‑state map, risk notes, and quick wins we can deploy within the first week.

2) Build the Desk

We design forms, rules, and documentation; connect calendars and files; and pilot the shared inbox for two weeks. Stakeholders start using a single entry point with clear SLAs.

3) Operate & Optimize

Our coordinators run the desk, publish weekly scorecards, and refine SOPs based on real tickets. When volume stabilizes, we can transition to your internal team—no lock‑in.

Deeper Dive

Spotlight: Environmental & Waste Vendor Management

Many operators overspend on hauling and disposal because schedules drift and tickets lack documentation. We centralize your waste vendor data—container sizes, service frequency, site constraints, photos, and COIs—into a tidy register that purchasing and facility leads actually use.

We then implement an exceptions playbook: overflows, compactor downtime, route changes, and seasonal adjustments. Each event is timestamped and tied to a location so credits are recovered and patterns are visible.

Result: fewer emergency pulls, lower contamination fees, and a calm monthly bill review that catches anomalies before accounting closes.

More Ways We Help

Configurable Solutions You Can Mix & Match

Executive calendar + travel orchestration with vendor pre‑clearance

Onboarding kits for new hires: accounts, folders, and first‑week checklists

Quarterly records audit and document retention sweeps

Customer service macros for consistent tone and faster resolution

Expense & receipts pipeline—from capture to reconciliation

Vendor due‑diligence packets (W‑9, insurance, banking verification)

Conference, offsite, and board‑meeting logistics

Light procurement desk with three‑quote comparison

Let’s Talk

Ready to Get Your Admin Under Control?

Tap the button to open our contact form. We’ll respond within one business day with a short list of clarifying questions and a proposed discovery call time.