Most small to medium businesses in New Zealand begin with the founder covering every area of the business, including sales, admin, marketing, and delivery. This is a common and necessary starting point. However, as the business starts to grow, this structure becomes a barrier.
Oxygen8 Business Consultant Susan Cooney notes that sustainable growth relies on delegation and defined roles.
A successful business is built with structure, clear roles, and leadership focused on long-term value rather than constant problem-solving.
Below are six professional roles that help small businesses operate efficiently and scale with confidence. Whether you hire in-house, outsource, or use contractors, what matters is that each of these functions is consistently managed.
Growth starts with visibility. A sales and marketing specialist helps identify your target market, develop lead generation strategies, and manage promotional channels such as digital ads, email, and social media.
Many business owners begin by outsourcing this function to a freelancer or agency. The key is consistency. Marketing isn’t a one-time task, it’s an ongoing process that directly affects revenue.
Strong financial foundations are critical. Whether you use a bookkeeper, accountant, or virtual CFO, this role supports cash flow management, budgeting, forecasting, and compliance.
It’s best to start with a solid bookkeeping system. As revenue grows, your financial professional can provide advice to support strategic decision-making and investment planning.
When a business grows, so does its complexity. An operations manager keeps the internal machine running. This role oversees workflow systems, scheduling, team productivity, and quality control.
If you find yourself constantly fixing problems, missing deadlines, or jumping between tasks, it’s likely time to bring in operational oversight.
This person delivers your core product or service. Whether it’s an HVAC installer, plumber, designer, or technician, they must be skilled and supported by documented procedures and systems.
Delegating this function is only realistic once you’ve trained others thoroughly and standardised your service delivery methods.
Admin support reduces pressure on the leadership team. It includes email management, customer follow-up, scheduling, billing, and document control.
Even part-time help can dramatically improve efficiency. If you’re overwhelmed by routine tasks, this is usually the most effective first hire.
Every business needs someone steering the ship. This is often the business owner, but as operations become more demanding, many owners stay in the trenches rather than focusing on growth.
A strategic leader sets goals, tracks progress, and ensures the team is aligned. Business coaching can help owners step into this role confidently, with structure and external accountability.
“We’re no longer just chasing work, we’re choosing it. The business feels sharper, stronger, and more sustainable thanks to the structure Oxygen8 helped us build.”
– Comfort Solutions
Before working with Oxygen8, Dan and Adam were stuck in reactive mode. They couldn’t focus on planning or process because daily operations consumed their time. Through the Business Success Programme, they implemented systems for finance, forecasting, and delegation. This brought long-term clarity and reduced stress.
With roles clearly defined, they grew their HVAC business with more confidence and control.
Susan Cooney is a senior business consultant at Oxygen8. She specialises in helping business owners move from day-to-day firefighting into strategic leadership. Her approach combines practical frameworks with business development expertise to build lasting results.
Get in touch with Susan at susan@oxygen8.co.nz to explore how your business structure can better support your goals.
You don’t need to hire six full-time people. Many small businesses cover these roles through a mix of part-time support, outsourcing, and gradual team development. What matters is clarity. Every function must be owned and aligned with your goals.
If you’re not sure where to begin, the team at Oxygen8 can help you map your current structure, identify gaps, and put systems in place to grow your business with confidence.
Book your free consultation today.
© 2025 Oxygen8 | Website by Harper Digital
