Administrative Services Manager
Other Titles
Administrative Coordinator, Administrative Director, Administrative Manager, Administrative Officer, Administrative Specialist, Administrator, Business Administrator, Business Manager, Facilities Manager, Office Manager
Plan, direct, or coordinate one or more administrative services of an organisation, such as records and information management, mail distribution, facilities planning and maintenance, custodial operations, and other office support services.
Administrative Services Managers tasks include managing company facilities, performing administrative tasks such as mail distribution and ensuring office upkeep. It may be a part of their job to receive supplies for a company store, secure these supplies and eventually distribute them to the right stakeholders. Their job may also include assessing various operations of the company and suggesting potential improvements in across the business. Administrative services managers may also be assigned with handling company records. This includes keeping and maintaining records and updating them when required.
Prepare and review operational reports and schedules to ensure accuracy and efficiency.
Set goals and deadlines for the department.
Acquire, distribute and store supplies.
Analyze internal processes and recommend and implement procedural or policy changes to improve operations, such as supply changes or the disposal of records.
Conduct classes to teach procedures to staff.
Plan, administer, and control budgets for contracts, equipment, and supplies.
Hire and terminate clerical and administrative personnel.
Direct or coordinate the supportive services department of a business, agency, or organization.
Communicate with and provide guidance for external vendors and service providers to ensure the organization, department, or work unit's business needs are met.
Develop operational standards and procedures for the work unit or department.
Establish work procedures or schedules to organize the daily work of administrative staff.
Learn to operate new office technologies as they are developed and implemented.
Manage paper or electronic filing systems by recording information, updating paperwork, or maintaining documents, such as attendance records or correspondence.
Meet with other departmental leaders to establish organizational goals, strategic plans, and objectives, as well as make decisions about personnel, resources, and space or equipment needs.
Oversee payroll functions, such as maintaining timekeeping information and processing and submitting payroll.
Read through contracts, regulations, and procedural guidelines to ensure comprehension and compliance.
Represent work unit at meetings or conferences and serve as liaison for requests or complaints.
Supervise administrative staff and provide training and orientation to new staff.
Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
Time Management — Managing one's own time and the time of others.
Speaking — Talking to others to convey information effectively.
Coordination — Adjusting actions in relation to others' actions.
Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Writing — Communicating effectively in writing as appropriate for the needs of the audience.
Negotiation — Bringing others together and trying to reconcile differences.
Management of Personnel Resources — Motivating, developing, and directing people as they work, identifying the best people for the job.
Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
Complex Problem Solving — Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one.
Service Orientation — Actively looking for ways to help people.
Social Perceptiveness — Being aware of others' reactions and understanding why they react as they do.
Active Learning — Understanding the implications of new information for both current and future problem-solving and decision-making.
Systems Analysis — Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
Instructing — Teaching others how to do something.
Learning Strategies — Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
Persuasion — Persuading others to change their minds or behavior.
Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.
Making Decisions and Solving Problems — Analyzing information and evaluating results to choose the best solution and solve problems.
Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others.
Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
Interacting With Computers — Using computers and computer systems (including hardware and software to program, write software, set up functions, enter data, or process information.
Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Coordinating the Work and Activities of Others — Getting members of a group to work together to accomplish tasks.
Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Guiding, Directing, and Motivating Subordinates — Providing guidance and direction to subordinates, including setting performance standards and monitoring performance.
Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.
Communicating with Persons Outside Organization — Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
Monitoring and Controlling Resources — Monitoring and controlling resources and overseeing the spending of money.
Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
Developing and Building Teams — Encouraging and building mutual trust, respect, and cooperation among team members.
Evaluating Information to Determine Compliance with Standards — Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
Coaching and Developing Others — Identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.
Resolving Conflicts and Negotiating with Others — Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.
Analyzing Data or Information — Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.
Thinking Creatively — Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.
Judging the Qualities of Things, Services, or People — Assessing the value, importance, or quality of things or people.
Training and Teaching Others — Identifying the educational needs of others, developing formal educational or training programs or classes, and teaching or instructing others.
Interpreting the Meaning of Information for Others — Translating or explaining what information means and how it can be used.
Staffing Organizational Units — Recruiting, interviewing, selecting, hiring, and promoting employees in an organization.
Assisting and Caring for Others — Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.
Provide Consultation and Advice to Others — Providing guidance and expert advice to management or other groups on technical, systems-, or process-related topics.
Inspecting Equipment, Structures, or Material — Inspecting equipment, structures, or materials to identify the cause of errors or other problems or defects.
Performing General Physical Activities — Performing physical activities that require considerable use of your arms and legs and moving your whole body, such as climbing, lifting, balancing, walking, stooping, and handling of materials.
Handling and Moving Objects — Using hands and arms in handling, installing, positioning, and moving materials, and manipulating things.
Estimating the Quantifiable Characteristics of Products, Events, or Information — Estimating sizes, distances, and quantities; or determining time, costs, resources, or materials needed to perform a work activity.
Performing for or Working Directly with the Public — Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.
Prepare operational budgets.
Hire personnel.
Direct administrative or support services.
Monitor facilities or operational systems.
Develop organizational goals or objectives.
Prepare operational progress or status reports.
Direct facility maintenance or repair activities.
Manage construction activities.
Purchase materials, equipment, or other resources.
Manage inventories of products or organizational resources.
Analyze data to inform operational decisions or activities.
Recommend organizational process or policy changes.
Plan facility layouts or designs.
Conduct employee training programs.
Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.
Oral Expression — The ability to communicate information and ideas in speaking so others will understand.
Written Comprehension — The ability to read and understand information and ideas presented in writing.
Written Expression — The ability to communicate information and ideas in writing so others will understand.
Near Vision — The ability to see details at close range (within a few feet of the observer).
Speech Clarity — The ability to
Speech Recognition — The ability to identify and understand the speech of another person.
Inductive Reasoning — The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
Problem Sensitivity — The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
Category Flexibility — The ability to generate or use different sets of rules for combining or grouping things in different ways.
Fluency of Ideas — The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).
Information Ordering — The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
Selective Attention — The ability to concentrate on a task over a period of time without being distracted.
Time Sharing — The ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources).
Originality — The ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem.
Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Administration and Management — Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
Language — Knowledge of the structure and content of a language - English, French, Swahili et cetera - including the meaning and spelling of words, rules of composition, and grammar.
Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
Computers and Electronics — Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Personnel and Human Resources — Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
Mathematics — Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
Public Safety and Security — Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local or national security operations for the protection of people, data, property, and institutions.
Accounting software -- Fund accounting software; Sage 50 Accounting; Intuit QuickBooks
Analytical or scientific software -- e.g., IBM SPSS Statistics; Minitab; SAS
Computer aided design CAD software -- e.g., Autodesk AutoCAD
Content workflow software
Customer relationship management CRM software -- e.g., Sage; Xero
Database management system software -- e.g., Teradata Database
Database reporting software -- e.g., SAP BusinessObjects Crystal Reports
Database user interface and query software -- Data entry software; FileMaker Pro; Microsoft Access ; Yardi
Desktop publishing software -- e.g., Adobe Systems Adobe PageMaker; Microsoft Publisher
Document management software — Adobe Systems Adobe Acrobat
Electronic mail software -- e.g., Email software; IBM Notes; Microsoft Outlook; Google Gmail
Enterprise resource planning ERP software -- Microsoft Dynamics; Oracle Hyperion; Sage MAS 500 ERP; SAP
Enterprise system management software -- e.g., IBM Power Systems software
Financial analysis software
Graphics or photo imaging software -- e.g., Microsoft Visio
Human resources software -- Human resource management software HRMS; ADP Enterprise HRMS; ADP Workforce Now
Industrial control software -- Supervisory control and data acquisition SCADA software
Information retrieval or search software -- e.g., LexisNexis
Internet browser software -- Web browser software; Microsoft Edge; Mozilla Firefox; Google Chrome
Medical software -- Medical procedure coding software; PracticeWorks Systems Kodak WINOMS CS
Object or component oriented development software -- e.g., R
Office suite software -- e.g., Google Workspace; Microsoft Office
Operating system software -- e.g., Microsoft Windows XP
Presentation software -- e.g., Google Slides; Microsoft PowerPoint
Project management software -- Microsoft Project; Microsoft SharePoint; Oracle Primavera Enterprise Project Portfolio Management
Spreadsheet software -- e.g., Google Sheets; Microsoft Excel
Web page creation and editing software -- e.g., LinkedIn; Facebook
Word processing software -- e.g., Google Docs; Microsoft Word
Desktop calculator — 10-key calculators
Desktop computers
Laser fax machine — Laser facsimile machines
Mobile phones
Notebook computers — Laptop computers
Personal computers
Personal digital assistant PDAs or organizers — Personal digital assistants PDA
Photocopiers — Photocopying equipment
Scanners
Special purpose telephones — Multi-line telephone systems
Tablet computers
Enterprising — Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.
Conventional — Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.
Integrity — Job requires being honest and ethical.
Dependability — Job requires being reliable, responsible, and dependable, and fulfilling obligations.
Self Control — Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
Stress Tolerance — Job requires accepting criticism and dealing calmly and effectively with high stress situations.
Attention to Detail — Job requires being careful about detail and thorough in completing work tasks.
Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
Initiative — Job requires a willingness to take on responsibilities and challenges.
Adaptability/Flexibility — Job requires being open to change (positive or negative) and to considerable variety in the workplace.
Independence — Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
Analytical Thinking — Job requires analyzing information and using logic to address work-related issues and problems.
Concern for Others — Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
Persistence — Job requires persistence in the face of obstacles.
Achievement/Effort — Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
Leadership — Job requires a willingness to lead, take charge, and offer opinions and direction.
Innovation — Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems.
Social Orientation — Job requires preferring to work with others rather than alone, and being personally connected with others on the job.
Relationships — Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service.
Independence — Occupations that satisfy this work value allow employees to work on their own and make decisions. Corresponding needs are Creativity, Responsibility and Autonomy.
Recognition — Occupations that satisfy this work value offer advancement, potential for leadership, and are often considered prestigious. Corresponding needs are Advancement, Authority, Recognition and Social Status.