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Administrative Services Manager Job Description

How to Hire an Administrative Services Manager

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Administrative Services Manager Job Description

Administrative Services Managers supervise administrative department operations and employees and ensure that the office operates smoothly and efficiently. These professionals may also be known as Administrative Managers or Office Managers.

We are recruiting for an organised, proactive Administrative Services Manager to oversee our administrative department operations and staff members. As Administrative Services Manager you will establish, evaluate, and change department controls and systems, review reports and interpret data, and hire, train, monitor and direct employees while ensuring that the department and office operates efficiently and smoothly.

You will also handle office tasks or direct support staff members as they answer phones, collect and distribute mail, organise and store information or paperwork, set up meetings, and make travel arrangements.

To succeed as an Administrative Services Manager, you should commit to supporting the administrative staff members and improving department operations. You should be analytical, creative, organised, and detail-oriented.

Administrative Services Manager Duties and Responsibilities

  • Additional certifications or licences may be a plus.
  • Ability to analyse information and develop effective solutions.
  • Strong planning, critical thinking, problem solving, and task and time management skills.
  • Excellent interpersonal, leadership, coaching, and verbal and written communication skills.
  • Proficiency office technology and equipment, such as computers, copiers, scanners, fax machines, and phone systems.
  • Bachelor’s degree in Business Administration or related field may be preferred.

Administrative Services Manager Skills and Requirements

  • Direct and evaluate administrative department operations and staff members to ensure the business operates in a smooth, efficient manner.
  • Develop, analyse, review, and implement administrative department systems and controls.
  • Train, hiring, coaching, and leading support staff members.
  • Create, review and report department data and using this information to solve potential problems or strengthen performance.
  • Establish and enforce department regulations, guidelines, budgets, and timelines.
  • Handle or monitoring staff as they perform basic office tasks, such as answering phones, greeting and directing visitors, making arrangements for meetings or travel, and distributing mail.
  • Ensure that information and records are organised and stored in the proper manner.
  • Oversee the maintenance, repair, or replacement of office equipment and machines.
  • Assist with the office space design and instilment.
  • Ensure that the office systems, controls, policies, procedures, and workspaces are in compliance with current regulations or legislation.
  • Additional certifications or licences may be a plus.
  • Ability to analyse information and develop effective solutions.
  • Strong planning, critical thinking, problem solving, and task and time management skills.
  • Excellent interpersonal, leadership, coaching, and verbal and written communication skills.
  • Proficiency office technology and equipment, such as computers, copiers, scanners, fax machines, and phone systems.
  • Bachelor’s degree in Business Administration or related field may be preferred.

Personalising Your Administrative Services Manager Job Description Advise

The hiring process and recruiting new employees to fill your key roles requires a degree of personalisation if you are to attract the best employees in a competitive employment market. The right person for a crucial role or more senior roles will likely have other employers targeting them. As your job description will be the first point of contact, you need to nail your pitch and provide the best possible service.

When creating your bespoke description and advert, you should cover and promote these points:

Job title: This should accurately reflect the role and include keywords that top talent might be using to search for jobs.

Job duties: The day to day duties, such as administrative tasks, which vary depending on the company and inform the candidate if they can complete the role.

Technical skills: These are the hard skills required through training, such as proficiency with Microsoft Office.

Soft skills: These include the interpersonal skills and general abilities the right candidates will possess. For example, the competency to prioritise multiple tasks, handle customer queries and customer complaints, work alone, or build a good relationship with coworkers.

The company’s culture: Highlighting your company culture and values ensures employees thrive and find outstanding job satisfaction. Candidates that are not the right fit won’t waste their time completing the application process, meaning you can focus on qualified individuals and hire in a more timely manner.

Career progression: Including the career path will entice candidates looking for career growth. 

Training and development programs: Smaller companies may need employees with previous experience or provide educational assistance over internal training offered by larger organisations with more significant resources. 

Employee benefits: Compensation and benefits often fail to appear in job ads and while you may want to hold your cards close to your chest, failing to include them is a mistake. Consider answering common questions, such as working hours and paid leave. Researching the average salary for the role in these early stages will ensure you don’t waste your interviewer’s and the candidate’s time.

Skill gaps: Your company may need to bring in new skills beyond those required to complete the key role and duties. Thinking on an organisational level can be beneficial when contemplating skills diversity.

Legal requirements: Ensure your job advert and description does not ask for inappropriate or discriminatory personal details, such as age, marital status, or religion.


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