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Administrative Services Manager Job Description

Review this Administrative Services Manager job description for a reference when building your resume. Review the qualifications and requirements listed to get an understanding of what you need to include on your resume for what employers would look for in this field.

SUMMARY:

The Administrative Services Manager is a leadership role responsible for overseeing administrative operations, managing a team, and ensuring the efficient flow of office tasks. This position plays a pivotal role in optimizing administrative processes, maintaining an organized office environment, and facilitating effective communication within the organization.

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FUNCTIONAL DUTIES:

  1. Team Leadership:
    • Lead, mentor, and manage a team of administrative professionals, providing guidance, support, and direction.
    • Assign tasks, set performance objectives, and conduct regular performance evaluations.
  2. Office Management:
    • Oversee the efficient functioning of the office, including supplies, equipment, facilities, and security.
    • Manage office maintenance, coordinate repairs, and enforce safety measures and compliance with regulations.
  3. Policy Development and Compliance:
    • Develop, update, and enforce administrative policies and procedures to ensure compliance with industry standards and legal requirements.
    • Train staff on policy changes and monitor adherence.
  4. Communication Coordination:
    • Serve as a central point of contact for internal and external communications, managing phone calls, emails, and inquiries.
    • Ensure that communication protocols are efficient and aligned with the organization’s objectives.
  5. Document Control:
    • Manage document control, ensuring that records are properly categorized, stored, and accessible.
    • Enforce document version control, access permissions, and retention policies.
  6. Meeting and Calendar Management:
    • Schedule and coordinate appointments, meetings, and conference calls.
    • Prepare meeting agendas, materials, and presentations.
    • Oversee the recording of meeting minutes and follow up on action items.
  7. Data Analysis and Reporting:
    • Supervise data entry and reporting activities, ensuring data accuracy and integrity.
    • Generate, maintain, and analyze reports, charts, and graphs.
    • Provide recommendations for process improvement and decision-making.
  8. Client and Stakeholder Interaction:
    • Interact with clients, stakeholders, and business associates on behalf of the organization.
    • Manage relationships, coordinate meetings, and address inquiries.

REQUIREMENTS:

  • Bachelor’s degree in business, management, or a related field (Master’s degree or relevant certification is a plus).
  • Proven experience as an administrative services manager or in a similar managerial role.
  • Strong leadership, organizational, and strategic planning skills.
  • Excellent written and verbal communication skills.
  • Detail-oriented with a commitment to accuracy.
  • Project management and time management abilities.
  • Professionalism and strong interpersonal skills.
  • Familiarity with office equipment and basic IT troubleshooting.
  • Knowledge of industry-specific regulations and compliance requirements is a plus.

Note: This job description is intended to provide a general overview of the position and is not exhaustive. Duties and responsibilities may be adjusted to meet the specific needs of the organization.

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