Administrative Manager Job Description [Updated for 2025]

In the age of complex business operations, the importance of administrative managers has never been more emphasized.

As organizations evolve, the demand for proficient individuals who can coordinate, streamline, and safeguard our administrative systems grows stronger.

But let’s dig deeper: What’s truly expected from an administrative manager?

Whether you are:

• A job seeker trying to understand the essence of this role,
• A hiring manager outlining the ideal candidate,
• Or simply curious about the inner workings of administrative management,

You’re in the right place.

Today, we present a customizable administrative manager job description template, designed for easy posting on job boards or career sites.

Let’s delve right into it.

Administrative Manager Duties and Responsibilities

Administrative Managers play a key role in the smooth operation of a business.

They oversee administrative functions, coordinate with various departments, and ensure that the workplace is safe and productive.

Their daily duties and responsibilities often include:

• Planning and coordinating administrative procedures and systems and devising ways to streamline processes
• Recruiting and training personnel and allocate responsibilities and office space
• Assessing staff performance and provide coaching and guidance to ensure maximum efficiency
• Ensuring the smooth and adequate flow of information within the company to facilitate other business operations
• Managing schedules and deadlines
• Monitoring inventory of office supplies and the purchasing of new material with attention to budgetary constraints
• Monitoring costs and expenses to assist in budget preparation
• Overseeing facilities services, maintenance activities and tradespersons (e.g electricians)
• Ensuring operations adhere to policies and regulations
• Keeping abreast with all organizational changes and business developments

 

Administrative Manager Job Description Template

Job Brief

We are seeking an experienced Administrative Manager to join our team.

The Administrative Manager will oversee the administrative operations of our organization, ensuring smooth and efficient daily operations.

Administrative Manager responsibilities include organizing and coordinating office procedures, delegating tasks to administrative staff, ensuring compliance with policies, and managing relationships with vendors and suppliers.

Our ideal candidate is an excellent communicator, has prior experience in a managerial role, and is proficient in office management software.

Ultimately, the role of the Administrative Manager is to ensure all support activities are carried on efficiently and effectively to allow the other operations to function properly.

 

Responsibilities

• Plan and coordinate administrative procedures and systems and devise ways to streamline processes
• Recruit and train personnel and allocate responsibilities and office space
• Assess staff performance and provide coaching and guidance to ensure maximum efficiency
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations
• Manage schedules and deadlines
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
• Monitor costs and expenses to assist in budget preparation
• Oversee facilities services, maintenance activities and tradespersons (e.g electricians)
• Organize and supervise other office activities (recycling, renovations, event planning etc.)
• Ensure operations adhere to policies and regulations

 

Qualifications

• Proven experience as administration manager
• In-depth understanding of office management procedures and departmental and legal policies
• Familiarity with financial and facilities management principles
• Proficient in MS Office
• An analytical mind with problem-solving skills
• Excellent organizational and multitasking abilities
• Leadership and interpersonal skills
• BSc/BA in business administration or relative field

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Administrative Manager
• Work Environment: Office setting with occasional travel for meetings or vendor visits.
• Reporting Structure: Reports to the General Manager or CEO.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $70,000 minimum to $110,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does an Administrative Manager Do?

Administrative Managers play a pivotal role in organizations across various sectors, be it in corporations, government agencies, or non-profit organizations.

Their primary responsibility is to ensure the smooth functioning of daily operations within their organization.

This includes planning, directing, and coordinating supportive services such as recordkeeping, mail distribution, and office upkeep.

They are also in charge of maintaining office facilities and may be tasked with tasks such as space allocation and layout, equipment procurement, and maintenance, as well as ensuring a healthy and safe working environment.

Administrative Managers often supervise administrative staff and set goals for their departments.

They are responsible for hiring, training, and evaluating employees, and may also handle staff scheduling and payroll.

They also contribute to the development of organizational policies and may be responsible for the preparation and execution of budgets.

In addition, they often act as a liaison between the executive level and the employees, communicating directives and gathering feedback.

Their role often involves problem-solving, decision-making, and conflict resolution, requiring them to have excellent interpersonal and communication skills.

 

Administrative Manager Qualifications and Skills

An Administrative Manager must possess a wide array of skills and qualifications that facilitate smooth operation within an organization, including:

• Strong organizational skills to manage and streamline administrative procedures, ensuring that all systems are operating effectively and efficiently.
• Excellent leadership abilities to manage and motivate administrative staff, fostering a positive and collaborative work environment.
• Exceptional communication skills to liaise with department heads, staff members, and external stakeholders, ensuring clear and consistent communication across all levels.
• Highly proficient in various office software applications, such as MS Office Suite, for creating reports, maintaining records, and managing schedules.
• Problem-solving skills to identify, analyze and resolve any administrative issues that may arise within the organization.
• Financial acumen to manage budgets, financial records and ensure cost-effectiveness in all operations.
• Effective time-management skills to prioritize tasks, meet deadlines, and ensure the smooth and timely execution of all administrative tasks.
• Customer service skills to handle queries and complaints from clients and ensure their satisfaction.

 

Administrative Manager Experience Requirements

Entry-level Administrative Manager candidates typically have at least 2 to 3 years of experience in an administrative or office management role.

The experience can be gained through roles such as Administrative Assistant, Office Coordinator, or Executive Assistant.

During this time, they often get a chance to learn about various administrative tasks including record keeping, scheduling, and communication management.

Candidates with 4 to 6 years of experience often graduate from support roles to supervisory roles, such as Team Lead or Supervisor in the administrative department.

They may have developed skills in team management, strategic planning, and advanced problem-solving.

Those with over 6 years of experience are generally seen as highly experienced in the field and may have held roles such as Senior Administrator or Department Manager.

They tend to have a deep understanding of business operations and can manage large teams, create and implement administrative policies, and drive efficiency in the workplace.

This level of experience, often combined with a relevant degree, makes them ideal candidates for Administrative Manager roles.

 

Administrative Manager Education and Training Requirements

Administrative Managers typically hold a bachelor’s degree in business administration, management, or a related field.

Their studies often cover areas such as organizational behavior, principles of management, business ethics, business communication, and accounting.

A strong understanding of office software programs, such as spreadsheets and database management systems, is also crucial for this role.

Although not mandatory, a master’s degree in business administration (MBA) can provide more advanced knowledge and make candidates more competitive in the job market.

Certain positions may require Administrative Managers to have relevant work experience, sometimes in a lower-level administrative role.

Furthermore, certifications in project management, human resources, or facilities management can be beneficial for these professionals.

Leadership skills, problem-solving abilities, and attention to detail are also vital in this role.

Ongoing professional development and training are often encouraged to stay updated with changes in management practices and office technology.

 

Administrative Manager Salary Expectations

An Administrative Manager earns an average salary of $59,163 (USD) per year.

The actual salary an Administrative Manager receives may vary depending on factors such as years of experience, qualifications, the size of the company, and the location of employment.

 

Administrative Manager Job Description FAQs

What skills does an Administrative Manager need?

Administrative Managers should possess excellent communication and organizational skills.

Their role requires them to interact with various departments and personnel, making multitasking an essential skill.

They also need to be competent in using office software like MS Office, and have problem-solving abilities, time management skills, and leadership qualities.

 

Do Administrative Managers need a degree?

While it’s not mandatory, most Administrative Managers have a bachelor’s degree in business administration or a related field.

Some roles may require a master’s degree.

However, practical experience in office management, secretarial roles, or other administrative positions can also be crucial.

 

What should you look for in an Administrative Manager resume?

Firstly, verify the candidate’s educational qualifications and previous work experience.

Look for previous roles that required skills relevant to an Administrative Manager, like organizing, coordinating, and managing teams.

Proficiency in office software, project management experience, and any additional skills like budgeting or contract negotiation can be a bonus.

 

What qualities make a good Administrative Manager?

A good Administrative Manager is a strong leader who can motivate a team and handle multiple tasks simultaneously.

They are organized, detail-oriented, and can adapt to changing circumstances.

Excellent communication skills are crucial, as they often serve as a link between departments.

They should also have a strong ethical standpoint, and be capable of handling confidential information.

 

What are the daily duties of an Administrative Manager?

Daily duties may include overseeing clerical staff, managing office supplies, preparing reports, and setting goals for the administrative team.

They might also be responsible for developing, reviewing, and improving administrative systems and policies.

Depending on the organization, they may also handle tasks related to budgeting, facility management, and special projects.

 

Is it difficult to hire Administrative Managers?

Hiring an Administrative Manager can be a challenge due to the broad range of skills and experience required.

The ideal candidate should be able to handle both the big picture strategic planning and day-to-day operational tasks.

It’s important to offer competitive compensation and opportunities for professional development to attract the right candidates.

 

Conclusion

And there you have it.

Today, we’ve uncovered the true essence of what it means to be an Administrative Manager.

Surprised?

It’s not just about managing office operations.

It’s about orchestrating business success, one administrative task at a time.

Armed with our comprehensive Administrative Manager job description template and real-world examples, you’re ready to take the next step.

But why limit yourself?

Dig deeper with our job description generator. It’s your ultimate resource for creating meticulously detailed listings or refining your resume to flawlessness.

Always remember:

Every task you accomplish contributes to a larger goal.

Let’s achieve that success. Together.

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