Job Description of Administrative Services Manager

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Administrative Services Manager Job Description Template

We are looking for an organized, proactive administrative services manager to oversee our administrative department operations and staff members. The administrative services manager will establish, evaluate, and change department controls and systems, review reports and interpret data, and hire, train, monitor, and direct employees while ensuring that the department and office operate efficiently and smoothly. You may also handle basic office tasks or direct support staff members as they answer phones, collect and distribute mail, organize and store information or paperwork, set up meetings, and make travel arrangements.

To be a successful administrative services manager, you should be committed to supporting the administrative staff members and improving department operations. You should be analytical, creative, organized, and detail-oriented.

Administrative Services Manager Responsibilities:

  • Directing and evaluating administrative department operations and staff members to ensure the business operates in a smooth, efficient manner.
  • Developing, analyzing, reviewing, and implementing administrative department systems and controls.
  • Training, hiring, coaching, and leading support staff members.
  • Creating, reviewing, and reporting department data and using this information to solve potential problems or strengthen performance.
  • Establishing and enforcing department regulations, guidelines, budgets, and timelines.
  • Handling or monitoring staff as they perform basic office tasks, such as answering phones, greeting and directing visitors, making arrangements for meetings or travel, and distributing mail.
  • Ensuring that information and records are organized and stored in a proper manner.
  • Overseeing the maintenance, repair, or replacement of office equipment and machines.
  • Assisting with office space design and installation.
  • Ensuring that the office systems, controls, policies, procedures, and workspaces are in compliance with current regulations or legislation.

Administrative Services Manager Requirements:

  • High School Diploma or equivalent and administrative or clerical experience is required.
  • Bachelor’s degree in business administration or a related field may be preferred.
  • Additional certifications or licenses may be a plus.
  • Ability to analyze information and develop effective solutions.
  • Strong planning, critical thinking, problem-solving, and task and time management skills.
  • Excellent interpersonal, leadership, coaching, and verbal and written communication skills.
  • Proficiency in office technology and equipment, such as computers, copiers, scanners, fax machines, and phone systems.

FAQ's

An administrative services manager plays a crucial role in an organization by overseeing and coordinating various support services to ensure the smooth functioning of the business. The specific duties and responsibilities of an administrative services manager can vary depending on the organization and industry, but generally include the following:

  1. Facility Management: Administrative services managers are often responsible for managing the physical work environment, including office space, equipment, and supplies. This may involve coordinating office moves, overseeing maintenance, and ensuring a safe and productive workspace.

  2. Supervision of Staff: They may manage administrative staff such as secretaries, clerks, and other support personnel. This includes hiring, training, and evaluating staff performance.

  3. Budgeting and Financial Management: Administrative services managers are often involved in budgeting for administrative functions, managing expenditures, and finding cost-effective solutions for office-related expenses.

  4. Records Management: They may be responsible for developing and maintaining efficient record-keeping systems, including digital and physical files, to ensure information is organized and easily accessible.

  5. Coordination of Administrative Services: Administrative services managers often work to streamline administrative processes, improve efficiency, and ensure that various support services (such as mail distribution, office supplies, and communication systems) function smoothly.

  6. Event Planning: Planning and coordinating events, meetings, and conferences may fall under the responsibilities of an administrative services manager. This includes arranging logistics, catering, and other necessary arrangements.

  7. Policy Implementation: Implementing and enforcing organizational policies related to administrative procedures, workplace conduct, and safety protocols.

  8. Communication Liaison: Acting as a liaison between different departments, management, and staff to facilitate effective communication and collaboration.

  9. Technology Management: Overseeing the implementation and maintenance of office technologies, including computers, software, and communication systems.

  10. Problem Solving: Administrative services managers often deal with various challenges and problem-solving, such as resolving conflicts among staff, addressing office issues, and finding solutions to improve overall efficiency.

In summary, the role of an administrative services manager is to ensure the smooth operation of administrative functions within an organization, providing support to various departments and contributing to the overall effectiveness and productivity of the business.

Administrative managers typically perform a variety of functions to ensure the efficient and effective operation of an organization. While the specific duties may vary, the four primary functions of an administrative manager often include:

  1. Planning:

    • Develop and implement administrative policies and procedures.
    • Plan and organize resources, including personnel, to achieve organizational goals.
    • Create and manage budgets for administrative functions.
    • Forecast future needs and plan for the long-term success of administrative processes.
  2. Organizing:

    • Structure and organize administrative processes to maximize efficiency.
    • Allocate resources effectively to support day-to-day operations.
    • Establish and maintain systems for record-keeping and information management.
    • Coordinate and organize events, meetings, and projects.
  3. Leading:

    • Supervise and lead administrative staff, providing guidance and support.
    • Foster a positive work environment and encourage teamwork.
    • Set expectations, assign responsibilities, and ensure staff members are well-trained.
    • Address personnel issues, resolve conflicts, and promote a cohesive work culture.
  4. Controlling:

    • Monitor and evaluate the performance of administrative processes.
    • Implement and enforce organizational policies and procedures.
    • Regularly assess the efficiency of administrative systems and make adjustments as needed.
    • Use feedback and performance metrics to identify areas for improvement and implement changes.

Administrative services managers require a diverse set of skills to effectively oversee and coordinate various administrative functions within an organization. Here are some key skills that are typically important for administrative services managers:

  1. Communication Skills:

    • Strong written and verbal communication skills are essential for effective interaction with staff, executives, and external contacts.
    • Ability to convey information clearly and professionally.
  2. Organizational Skills:

    • Excellent organizational abilities to manage multiple tasks, projects, and priorities simultaneously.
    • Efficient time management to meet deadlines and handle various responsibilities.
  3. Leadership and Supervisory Skills:

    • Ability to lead and motivate administrative staff.
    • Strong supervisory skills, including hiring, training, and performance evaluation.
  4. Problem-Solving Skills:

    • Aptitude for identifying and resolving challenges and issues that may arise in administrative operations.
    • Critical thinking skills to analyze situations and make informed decisions.
  5. Decision-Making Skills:

    • Ability to make sound decisions based on available information and organizational goals.
    • Comfortable taking responsibility for decisions and their outcomes.
  6. Financial Management:

    • Understanding of budgeting and financial management to allocate resources effectively and control costs.
  7. Technology Proficiency:

    • Familiarity with office software, project management tools, and other relevant technologies.
    • Ability to adapt to new technologies and systems.
  8. Interpersonal Skills:

    • Strong interpersonal skills for building positive relationships with colleagues, staff, and external contacts.
    • Diplomacy and tact when dealing with sensitive issues.
  9. Adaptability:

    • Flexibility and adaptability to navigate changes in the organization, industry, or work environment.
  10. Attention to Detail:

    • Meticulous attention to detail to ensure accuracy in administrative processes and documentation.
  11. Customer Service Orientation:

    • A commitment to providing excellent customer service to internal and external stakeholders.
  12. Project Management Skills:

    • Basic project management skills to plan, execute, and monitor administrative projects and initiatives.
  13. Ethical Conduct:

    • Upholding high ethical standards and ensuring compliance with organizational policies and regulations.
  14. Negotiation Skills:

    • Ability to negotiate contracts, agreements, and other business arrangements.

An administrative services manager plays a crucial role in an organization by overseeing and coordinating various support services to ensure the smooth functioning of the business. The specific duties and responsibilities of an administrative services manager can vary depending on the organization and industry, but generally include the following:

  1. Facility Management: Administrative services managers are often responsible for managing the physical work environment, including office space, equipment, and supplies. This may involve coordinating office moves, overseeing maintenance, and ensuring a safe and productive workspace.

  2. Supervision of Staff: They may manage administrative staff such as secretaries, clerks, and other support personnel. This includes hiring, training, and evaluating staff performance.

  3. Budgeting and Financial Management: Administrative services managers are often involved in budgeting for administrative functions, managing expenditures, and finding cost-effective solutions for office-related expenses.

  4. Records Management: They may be responsible for developing and maintaining efficient record-keeping systems, including digital and physical files, to ensure information is organized and easily accessible.

  5. Coordination of Administrative Services: Administrative services managers often work to streamline administrative processes, improve efficiency, and ensure that various support services (such as mail distribution, office supplies, and communication systems) function smoothly.

  6. Event Planning: Planning and coordinating events, meetings, and conferences may fall under the responsibilities of an administrative services manager. This includes arranging logistics, catering, and other necessary arrangements.

  7. Policy Implementation: Implementing and enforcing organizational policies related to administrative procedures, workplace conduct, and safety protocols.

  8. Communication Liaison: Acting as a liaison between different departments, management, and staff to facilitate effective communication and collaboration.

  9. Technology Management: Overseeing the implementation and maintenance of office technologies, including computers, software, and communication systems.

  10. Problem Solving: Administrative services managers often deal with various challenges and problem-solving, such as resolving conflicts among staff, addressing office issues, and finding solutions to improve overall efficiency.

In summary, the role of an administrative services manager is to ensure the smooth operation of administrative functions within an organization, providing support to various departments and contributing to the overall effectiveness and productivity of the business.

Administrative managers typically perform a variety of functions to ensure the efficient and effective operation of an organization. While the specific duties may vary, the four primary functions of an administrative manager often include:

  1. Planning:

    • Develop and implement administrative policies and procedures.
    • Plan and organize resources, including personnel, to achieve organizational goals.
    • Create and manage budgets for administrative functions.
    • Forecast future needs and plan for the long-term success of administrative processes.
  2. Organizing:

    • Structure and organize administrative processes to maximize efficiency.
    • Allocate resources effectively to support day-to-day operations.
    • Establish and maintain systems for record-keeping and information management.
    • Coordinate and organize events, meetings, and projects.
  3. Leading:

    • Supervise and lead administrative staff, providing guidance and support.
    • Foster a positive work environment and encourage teamwork.
    • Set expectations, assign responsibilities, and ensure staff members are well-trained.
    • Address personnel issues, resolve conflicts, and promote a cohesive work culture.
  4. Controlling:

    • Monitor and evaluate the performance of administrative processes.
    • Implement and enforce organizational policies and procedures.
    • Regularly assess the efficiency of administrative systems and make adjustments as needed.
    • Use feedback and performance metrics to identify areas for improvement and implement changes.

Administrative services managers require a diverse set of skills to effectively oversee and coordinate various administrative functions within an organization. Here are some key skills that are typically important for administrative services managers:

  1. Communication Skills:

    • Strong written and verbal communication skills are essential for effective interaction with staff, executives, and external contacts.
    • Ability to convey information clearly and professionally.
  2. Organizational Skills:

    • Excellent organizational abilities to manage multiple tasks, projects, and priorities simultaneously.
    • Efficient time management to meet deadlines and handle various responsibilities.
  3. Leadership and Supervisory Skills:

    • Ability to lead and motivate administrative staff.
    • Strong supervisory skills, including hiring, training, and performance evaluation.
  4. Problem-Solving Skills:

    • Aptitude for identifying and resolving challenges and issues that may arise in administrative operations.
    • Critical thinking skills to analyze situations and make informed decisions.
  5. Decision-Making Skills:

    • Ability to make sound decisions based on available information and organizational goals.
    • Comfortable taking responsibility for decisions and their outcomes.
  6. Financial Management:

    • Understanding of budgeting and financial management to allocate resources effectively and control costs.
  7. Technology Proficiency:

    • Familiarity with office software, project management tools, and other relevant technologies.
    • Ability to adapt to new technologies and systems.
  8. Interpersonal Skills:

    • Strong interpersonal skills for building positive relationships with colleagues, staff, and external contacts.
    • Diplomacy and tact when dealing with sensitive issues.
  9. Adaptability:

    • Flexibility and adaptability to navigate changes in the organization, industry, or work environment.
  10. Attention to Detail:

    • Meticulous attention to detail to ensure accuracy in administrative processes and documentation.
  11. Customer Service Orientation:

    • A commitment to providing excellent customer service to internal and external stakeholders.
  12. Project Management Skills:

    • Basic project management skills to plan, execute, and monitor administrative projects and initiatives.
  13. Ethical Conduct:

    • Upholding high ethical standards and ensuring compliance with organizational policies and regulations.
  14. Negotiation Skills:

    • Ability to negotiate contracts, agreements, and other business arrangements.

To become an administrative services manager, candidates typically need:

  1. Education: A bachelor’s degree in business administration, management, or a related field.

  2. Experience: Several years of relevant work experience in administrative or managerial roles, including leadership and supervisory experience.

  3. Skills:

    • Strong communication and organizational skills.
    • Analytical and decision-making abilities.
    • Financial acumen and technology proficiency.
  4. Optional:

    • Familiarity with industry-specific knowledge.
    • Certifications, such as the Certified Manager (CM), may be advantageous.

Requirements can vary by employer, so candidates should review specific job descriptions for tailored qualifications. Continuous professional development and networking can enhance prospects.

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