Administrative Services Manager Job Description [Updated for 2025]

In the modern business landscape, the role of administrative services managers is more pivotal than ever.

As organizations continue to grow and evolve, the demand for skilled professionals who can streamline, manage, and protect our administrative processes is on the rise.

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

Whether you are:

• A job seeker trying to understand the depth of this role,
• A hiring manager outlining the perfect candidate,
• Or simply curious about the intricacies of administrative services management,

You’re in the right place.

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

Let’s dive right in.

Administrative Services Manager Duties and Responsibilities

Administrative Services Managers ensure all business operations run smoothly and efficiently.

They oversee facilities, supervise staff, and manage resources to support the organizational goals.

The primary duties and responsibilities of Administrative Services Manager include:

• Oversee administrative functions to ensure efficient operations of the organization
• Develop, review, and implement office policies and procedures
• Manage the maintenance and repair of office equipment and facilities
• Supervise administrative staff and allocate tasks and assignments
• Ensure compliance with health and safety regulations within the workplace
• Organize, plan, and prioritize office activities and deadlines
• Monitor budgetary and resource allocation, ensuring control over costs
• Maintain a filing system for important and confidential company documents
• Manage contract services such as security, cleaning, and maintenance
• Prepare operational reports and schedules to ensure efficiency
• Coordinate with other departments and teams to ensure streamlined operations within the organization

 

Administrative Services Manager Job Description Template

Job Brief

We are searching for a dynamic Administrative Services Manager to join our team.

The Administrative Services Manager is responsible for coordinating and managing the administrative services of an organization to ensure smooth daily operations.

Tasks include supervising administrative staff, office organization, managing budgets, streamlining administrative procedures, and implementing effective office policies.

Our ideal candidate has excellent leadership skills, superior knowledge of administrative operations, and the ability to delegate tasks effectively.

 

Responsibilities

• Supervise and lead administrative staff, ensuring efficient support to all departments
• Manage office services by ensuring office operations and procedures are organized and streamlined
• Monitor costs and expenses to assist in budget preparation
• Oversee the maintenance of facilities and equipment for safe and efficient use
• Plan and manage office moves and manage office space allocation
• Maintain a safe and secure working environment
• Develop and implement office policies and procedures
• Organize orientation and training of new staff members
• Manage schedules and deadlines
• Ensure effective communication of office management issues to employees and management

 

Qualifications

• Proven experience as an Administrative Services Manager or similar role
• Understanding of office management procedures and departmental and legal policies
• Strong leadership and organizational skills
• Familiarity with financial and facilities management principles
• Proficient in MS Office and office management software (e.g. ERP)
• Excellent verbal and written communication skills
• Problem-solving attitude with an eye for detail
• BSc degree in Business Administration or related field

 

Benefits

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

 

Additional Information

• Job Title: Administrative Services Manager
• Work Environment: Professional office setting with opportunities for remote work. Occasionally required to attend meetings or events outside of normal work hours.
• Reporting Structure: Reports to the Director of Operations or General Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $60,000 minimum to $85,000 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 Services Manager Do?

Administrative Services Managers are vital to the day-to-day operations of a company.

They work in almost every industry and can work for businesses of all sizes.

Their primary function is to plan, direct, and coordinate supportive services of an organization.

This could include tasks such as maintaining facilities, conducting record-keeping and mail distribution, and overseeing other office support services.

Administrative Services Managers often manage the administrative staff, setting goals, deadlines, and procedures for their departments.

They also often liaise with other departments in the company to ensure that all needs are met and that the office runs smoothly.

In addition to day-to-day tasks, these professionals are also responsible for creating and reviewing operational procedures, managing contracts and vendor relationships, and ensuring that facilities meet environmental, health, and security standards.

They are also often involved in the budgeting process, as they have to estimate and plan budgets for contracts, equipment, and supplies.

They may also be responsible for overseeing the maintenance and repair of equipment and facilities.

The job of an Administrative Services Manager may vary greatly depending on the size and type of organization, but at its core, it is about ensuring that the business operations are efficient and effective.

 

Administrative Services Manager Qualifications and Skills

Administrative Services Managers must possess a range of technical skills, interpersonal abilities, and industry-specific knowledge to effectively coordinate an organization’s supportive services, such as:

• Strong organizational skills to manage and coordinate various administrative duties and processes in an organized and timely manner.
• Effective leadership and management skills to supervise and direct the activities of support staff and operations.
• Excellent communication skills to liaise between different departments, clarify tasks, and ensure a smooth flow of information within the organization.
• Problem-solving abilities to effectively handle any administrative issues that arise, and to develop and implement solutions for operational efficiency.
• Financial knowledge and skills for budgeting, financial planning, and cost control to manage the financial aspects of the department.
• Attention to detail to ensure all tasks are executed accurately and efficiently, maintaining the highest level of quality control.
• Knowledge of office management systems and procedures, as well as proficiency in MS Office and other relevant software.
• Ability to handle pressure and meet deadlines in a fast-paced environment.

 

Administrative Services Manager Experience Requirements

Entry-level candidates for an Administrative Services Manager position generally require at least 3 to 5 years of experience in an administrative role.

This experience can be acquired through roles such as Administrative Assistant, Office Manager, or Executive Assistant, where they are exposed to various administrative tasks and duties.

Candidates are often required to have experience with office procedures, budgeting, project management, and staff supervision.

It is also crucial for them to have a good understanding of software applications commonly used in office environments like Microsoft Office Suite, project management software, and database systems.

For those seeking a higher-level Administrative Services Manager role, employers often look for candidates with 5 to 10 years of experience, and this experience should ideally include some years in a managerial role.

These professionals should have a proven track record of successfully managing administrative tasks, supervising staff, developing and implementing administrative policies, and managing budgets.

Those with over 10 years of experience in administrative roles, including extensive managerial experience, may be considered for senior leadership positions within the organization.

Such candidates should have significant experience in strategic planning, leading teams, and managing large-scale projects.

Continuing education or additional certifications in business administration, management, or a related field may also be beneficial for advancement in this career path.

 

Administrative Services Manager Education and Training Requirements

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

Their training typically includes courses in office management, business law, information systems, and human resources management.

Understanding of management principles and familiarity with the organization’s operations is also crucial.

Some positions, especially those in larger organizations or those requiring more responsibility, may require Administrative Services Managers to have a master’s degree in business administration (MBA) or a related field.

Many managers also obtain certification in facilities management, which is offered by professional organizations such as the International Facility Management Association.

These certifications demonstrate professional knowledge and skills, and could enhance job prospects.

Continuing education and staying updated with advancements in technology and management strategies is vital in this role.

This is because, as the organization grows, the manager may need to adapt to changes and implement new administrative procedures.

Experience in administrative support roles or in the industry in which they work can also be beneficial.

This can vary widely by industry, but may include several years of experience in roles such as office manager or executive secretary.

 

Administrative Services Manager Salary Expectations

The average salary for an Administrative Services Manager is $96,180 (USD) per year.

However, the actual earnings may fluctuate based on factors such as work experience, educational qualifications, and the specific location of the job.

 

Administrative Services Manager Job Description FAQs

What skills does an Administrative Services Manager need?

An Administrative Services Manager should have excellent organizational and time management skills, as they are often responsible for overseeing various departments and ensuring that the organization runs smoothly.

They should also have strong communication and interpersonal skills, as they will need to liaise with different departments, staff, and external vendors.

A good understanding of basic finance and budgeting is also necessary, as they may be responsible for managing the organization’s administrative budget.

 

Do Administrative Services Managers need a degree?

While not always required, a bachelor’s degree in business administration, finance, or a related field is often preferred for the role of an Administrative Services Manager.

Some roles may also require a master’s degree or relevant certifications.

Additionally, several years of experience in administrative roles are typically required before one can advance to the role of an Administrative Services Manager.

 

What should you look for in an Administrative Services Manager resume?

When reviewing an Administrative Services Manager’s resume, look for experience in administrative roles, particularly in managing teams or departments.

Evidence of successful project management and problem-solving skills is also a plus.

Look for knowledge of budgeting processes and any relevant certifications.

Additionally, strong computer skills, especially in database management and office software, are often necessary for this role.

 

What qualities make a good Administrative Services Manager?

A good Administrative Services Manager is highly organized, able to multitask and prioritize effectively to ensure all administrative functions are running smoothly.

They should be a good problem solver, able to think on their feet and make quick decisions when necessary.

They should have strong leadership skills and be able to motivate and manage a team.

Good communication skills are also essential, as they will need to liaise with different departments and external vendors.

 

Is it challenging to hire an Administrative Services Manager?

Hiring an Administrative Services Manager can be challenging due to the broad range of skills required for the role.

It’s important to find someone with a combination of administrative experience, leadership skills, and financial savvy.

However, with a thorough job description and a rigorous interview process, it’s possible to find the right candidate for the role.

 

Conclusion

And there we have it.

Today, we’ve delved into the integral role of an administrative services manager.

Surprising, isn’t it?

It’s not just about filing and scheduling appointments.

It’s about orchestrating the harmony of everyday operations, one task at a time.

With our comprehensive administrative services manager job description template and real-life examples, you’re ready to make your next career move.

But why stop there?

Dive further with our job description generator. It’s your next station to meticulously crafted job listings or fine-tuning your resume to absolute precision.

Remember:

Every task is a cog in the machinery of efficient administration.

Let’s orchestrate that harmony. Together.

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