Administrative

Administrative Services Manager job description

An Administrative Services Manager oversees facility operations, budget management, and administrative staff — streamlining organizational efficiency through strategic planning.

Published August 2, 2024Updated May 9, 20261589 likes

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Job brief

We are seeking an experienced Administrative Services Manager to lead our administrative operations and drive organizational efficiency across our growing company. In this strategic role, you will oversee facility management, budget planning, procurement processes, and a team of administrative professionals while implementing systems that support our mission. You will work directly with executive leadership to optimize our operational infrastructure, manage vendor relationships, and ensure seamless administrative support across all departments. This is an excellent opportunity for a results-driven leader who thrives on creating processes that enable teams to focus on their core work.

Key highlights

Develop and manage annual administrative budgets exceeding $500K, tracking expenses through ERP systems like SAP or NetSuite while ensuring cost-effective resource allocation
Supervise and mentor administrative staff including office managers, executive assistants, and clerical personnel across multiple locations or departments
Coordinate facility management activities including space planning, lease negotiations, maintenance contracts, and office relocations using CAFM software
Implement procurement policies and vendor management processes, negotiating service contracts and maintaining approved supplier databases

What is a Administrative Services Manager?

An Administrative Services Manager is a senior administrative professional who directs and coordinates support services that enable organizations to operate efficiently. They oversee facilities management, budget administration, procurement processes, and administrative staff while implementing policies that optimize operational workflows. Administrative Services Managers typically manage multi-department coordination, vendor relationships, and compliance with regulatory requirements. Their strategic oversight ensures that administrative infrastructure supports broader business objectives and organizational growth.

What does a Administrative Services Manager do?

An Administrative Services Manager develops annual budgets for administrative departments, negotiates contracts with vendors and service providers, and supervises administrative staff including office managers and clerical personnel. They coordinate facility maintenance schedules, oversee space planning and office relocations, and implement technology solutions such as document management systems and workflow automation tools. They also conduct regular policy reviews, prepare executive reports on operational metrics, and serve as the primary liaison between senior management and administrative support teams across multiple departments.

Key responsibilities

Develop and manage annual administrative budgets exceeding $500K, tracking expenses through ERP systems like SAP or NetSuite while ensuring cost-effective resource allocation
Supervise and mentor administrative staff including office managers, executive assistants, and clerical personnel across multiple locations or departments
Coordinate facility management activities including space planning, lease negotiations, maintenance contracts, and office relocations using CAFM software
Implement procurement policies and vendor management processes, negotiating service contracts and maintaining approved supplier databases
Design and optimize administrative workflows using process mapping tools and document management systems such as SharePoint or DocuSign
Ensure compliance with OSHA safety regulations, ADA accessibility requirements, and corporate governance policies across all administrative functions
Prepare executive dashboards and operational reports using business intelligence tools like Tableau or Power BI to track key performance indicators
Lead cross-functional projects involving IT infrastructure upgrades, policy implementations, and organizational restructuring initiatives

Requirements and skills

Bachelor's degree in Business Administration, Public Administration, or related field, with MBA or MPA preferred for senior-level positions
5+ years of progressive experience in administrative management, facilities management, or operations leadership roles
Proficiency in enterprise software including ERP systems (SAP, Oracle, NetSuite), HRIS platforms (Workday, BambooHR), and Microsoft Office 365 suite
Experience with budget development, financial analysis, and procurement processes, including knowledge of government contracting regulations if applicable
Strong project management skills with certification in PMP, CAPM, or equivalent methodology preferred
Knowledge of facilities management principles, including space planning, HVAC systems, and building safety codes
Excellent leadership and staff development capabilities, with experience managing teams of 5-20 administrative professionals
Ability to analyze operational data and present strategic recommendations to C-level executives and board members

FAQs

What does an Administrative Services Manager do on a daily basis?

An Administrative Services Manager oversees the day-to-day administrative operations that keep organizations running smoothly. This includes reviewing budget reports and expense tracking, meeting with department heads to assess administrative needs, and supervising staff members such as office managers and administrative assistants. They coordinate with facilities teams on maintenance issues, review vendor contracts and procurement requests, and work on strategic projects like office relocations or technology implementations. Administrative Services Managers also spend time analyzing operational metrics, preparing reports for executive leadership, and ensuring compliance with company policies and regulatory requirements.

What qualifications does an Administrative Services Manager need?

Most Administrative Services Manager positions require a bachelor's degree in Business Administration, Public Administration, or a related field, with many employers preferring candidates with an MBA or MPA. They typically need 5+ years of progressive experience in administrative management, facilities management, or operations leadership roles. Key technical skills include proficiency in ERP systems like SAP or NetSuite, experience with budget development and financial analysis, and knowledge of procurement processes. Professional certifications such as PMP (Project Management Professional) or facilities management credentials from IFMA (International Facility Management Association) can enhance career prospects significantly.

Who does an Administrative Services Manager work with?

Administrative Services Managers collaborate with a diverse range of stakeholders both internally and externally. Internally, they work closely with C-level executives and senior management to align administrative operations with business objectives, coordinate with department heads across HR, IT, finance, and operations, and directly supervise administrative staff including office managers, executive assistants, and clerical personnel. Externally, they manage relationships with vendors, service providers, contractors, and facility management companies. They also interface with regulatory agencies when ensuring compliance with OSHA, ADA, and other applicable regulations, and may work with real estate professionals during office relocations or lease negotiations.

What is the career path for an Administrative Services Manager?

Administrative Services Managers often advance to senior leadership roles such as Chief Administrative Officer (CAO), Vice President of Operations, or General Manager positions, especially in larger organizations. Some transition into specialized areas like Chief Facilities Officer roles or move into consulting to help other organizations optimize their administrative operations. The role provides excellent preparation for executive positions because it develops skills in budget management, staff leadership, strategic planning, and cross-functional collaboration. Many Administrative Services Managers also pursue advanced certifications in areas like project management (PMP), facilities management (CFM), or lean operations (Six Sigma) to enhance their career progression and salary potential.