Administrative Manager Job Description, Skills and Salary
Get to know about the duties, responsibilities, qualifications, and skills requirements of an administrative manager. Feel free to use our administrative manager job description template to produce your own. We also provide you with information about the salary you can earn as an administrative manager.
Who is an Administrative Manager?
Administrative management has evolved to become an essential function for every successful company or business and plays an important role in ensuring that firms and enterprises run smoothly. It is simply defined as the process of managing information through individuals as well as the act of running and maintaining an organization. Also, the core or main objectives of administrative management encompass the creation of formal structures to facilitate success for a particular organization or business. Administrative management focuses on how and what managers should do in their jobs. Major roles and responsibilities in businesses and companies require some form of administrative management or the other. Therefore, anyone involved in the planning, directing, coordinating, or controlling aspects of a business can be considered an administrative manager.
The administrative manager coordinates the general workflow and administration system of a business, firm, or organization. They are exceptionally organized and drilled to sort administrative tasks such as developing procedures and policies to efficiently run a workplace, enhancing communication between several units and sections in an organization, and supervising staff activities. The goal of most administrative managers is to ensure the organization or company is run effectively without hitches; they also collaborate with other unit managers to promote and increase productivity at work by guiding and securing the general activities of the enterprise. In some companies, the administrative manager is office-based and spearheads the operations of the administrative department. They participate in staff recruitment and training, develop administrative policies to stimulate growth, and communicate effectively through feedback, notices, and memos to improve the organization. As part of their supervisory onuses or obligations, administrative managers delegate tasks and responsibilities to administrative assistants, entry-level administrative officers, and other junior administrative staff accordingly. Also, an administrative manager carefully audits organizational processes and practices to guarantee and enhance the consistent implementation of best administrative policies and practices. They contribute to the accomplishment of organizational goals and targets and make sure that the daily functions of a firm are run successfully.
Furthermore, efficiency, adeptness, efficacy, and productivity are some of the watchwords associated with administrative managers. These competent professionals ensure administrative management tasks are performed seamlessly and impeccably without a glitch. Administrative managers support directors and chief executive officers, implement company visions, update procedures where necessary, and make sure business operations are well-run. They are attentive to detail, excellent coaches and motivators, critical thinkers, vibrant communicators, and critical sages, and have outstanding quality management capabilities. This enables them to deal with inherent or new challenges as they come. While overseeing the work of clerical and other support staff, the administrative managers concurrently provide office-related duties as well. Relatively, an administrative manager creates reports of events, manages personnel database, performs industry-related tasks, coordinates staff payroll, and helps to organize schedules including timelines and deadlines. A great administrative manager is well-versed in departmental policies and procedures and has the ability and craft to actively discover new ways to perform responsibilities more effectively. Most administrative managers develop strategies to effectively manage and supervise facilities in a production setting and may assist the financial unit in developing budgets and financial statements.
Additionally, administrative managers have been described as the powerhouse of a functional organization or business. Arguably, everything starts and ends with administration; thus, the administrative manager occasionally works extra hours on weekends. Some administrative managers’ functions also include supporting sales, filing and storing information and data, and editing and preparing memos. When training newly employed administrative staff, the administrative manager emphasizes teamwork, computer proficiency, attention to detail, recordkeeping, ability to work under pressure, meeting deadlines, multitasking, and effective communication as basic qualities to work on. Senior administrative managers even act as mentors to workers either in their organization or from other companies. Notably, some administrative managers inspect off-site facilities as part of their duties. Being a full-time endeavor, some administrative managers are always on call to address any emergency depending on the organization and business. In a small and medium business organizations, the administrative managers perform complex and general administrative tasks. In contrast, an administrative manager might be assigned or posted to a facility or conglomerate of units or departments to coordinate administrative functions in large organizations. They are uniquely flexible and have been drilled to remain calm and firm at all times, especially while evaluating the work of administrative officers.
Similarly, some administrative managers centralize the operations and activities of the departments under their care to ensure uniformity. They combine processes like mail services, distribution, and information dissemination. Administrative managers act as the liaison between employees and senior management; they help organize meetings, supervise faxing and photocopying, and draft business letters to clients or customers. He/she must value the point-of-view, opinion, or suggestion of those expected to operate complex systems to succeed. To add value to the organization or business, an administrative manager can challenge the efficacy of established, traditional, and conventional procedures. The role of an administrative manager is important for recognizing outdated practices and developing continuous improvement processes for the company.
Administrative Manager Job Description
Below are the administrative manager job description examples you can use to develop your resume or write an administrative manager job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.
The administrative manager plays a vital role in different aspects of an organization’s or firm’s operations. Since this is a top-level position, the administrative manager works with other team leads, unit managers, and team members to support the growth of the organization. Every day, an administrative manager performs the following clerical and administrative tasks;
- Performs human resources duties: The administrative manager often finds themselves performing human resource functions such as training and recruiting staff. They advertise openings, review applications, conduct interviews, process new staff paperwork, and provide mentorship and support to new workers on behalf of the organization. Depending on the organization, an administrative manager might handle disciplinary actions, conduct performance evaluations and reviews, and process staff payroll.
- Office management: Administrative managers oversee the daily activities of the office in tandem or liaison with office managers. They partake in scheduling and supervising the maintenance of office equipment. Also, the administrative manager orders supplies and reviews or writes contracts.
- Oversees finances: Finances are crucial in every business or work setting. The administration manager generally coordinates budgets. Based on the size of the organization, an administrative manager might handle the budgets for either the entire business (in small businesses and companies) or the departments or sections they were assigned to (in large organizations). They develop budget plans, monitor expenditures to ensure they remain within budget limits and minimize costs of supplies and services. This is done in collaboration with the accounting unit.
- Guides and directs the companies’ activities.
- Organizes, leads, and participates in meetings within the organization.
- Identifies opportunities, openings, and avenues to improve organizational policies, targets, or objectives.
- Reviews and prepares operational documents and reports.
- Ensures an organization is functioning securely and efficiently.
- Develops, reviews, and improves administrative systems, procedures, and policies.
- Plans, schedules, and promotes office events such as conferences, seminars, and orientations.
- Uses computers and files to collect, organize, and store information.
- Oversees and tracks special projects and progress based on organizational goals and targets.
- Provides standard clerical duties as assigned such as photocopying, mailing, and faxing.
- Responds to administrative emails and phone calls.
- Filters and forwards communication to the adequate channels or departments.
- Creates typed and written memos and business letters for the organization.
- Manages schedules including timelines and deadlines.
- Monitors inventory of office supplies.
- Oversees maintenance activities, facilities services, and tradespersons.
- Organizes and supervises recycling, renovations, and construction in the organization.
- Ensures operations and activities adhere to standards, regulations, and policies.
- Stays abreast with all company and operational changes and business developments.
- Manages and directs the activities of administrative and unit staff.
- Manages and supervises the facilities function in a production facility.
- Assists and coordinates front desk management in handling clients and visitors.
- Interacts with other departmental heads to manage the entire administrative process.
- Liaises between senior management and administrative staff to improve performance and processes.
Qualifications
The ideal administrative manager must be vast and experienced in administrative management. They must possess excellent and in-depth knowledge of office management protocols and legal cum departmental policies. Administrative managers are often familiar with financial and facilities management techniques and principles as well as Microsoft Office Suites. Qualifications and expertise are needed in certain areas to smoothly run administrative functions and duties. Nowadays, employers seek the most qualified applicant from a large talent pool. Therefore, an individual must secure the following qualifications to compete with others for administrative managers roles;
Education
Although some administrative staff begins work after finishing secondary or high school and gain a significant amount of work and leadership experience, employers and organizations prefer individuals with higher education. Typically, a bachelor’s degree in a business and a management-related course is preferable. The most common educational degree for administrative managers includes bachelor’s degrees in business administration, accounting, business, and facility management. Several soft and industry-specific skills are taught by these majors such as computer literacy, financial management, and project management. Importantly, a major in marketing and finance is accepted by some companies and firms. An advanced or master’s degree in the aforementioned discipline is an advantage because essential leadership skills and strategic planning come with such advanced degrees. Moreover, the individual develops a better and deeper understanding of business concepts after undertaking masters.
Certification
Certification may be voluntary but it is beneficial for all administrative managers that intend to grow and advance into senior roles. Remember, competition in administrative management is common; there are many qualified candidates and some employers might use certification and membership of professional bodies to pick a candidate. Certification can also boost the chances of applicants who do not have a bachelor’s or master’s degree. Besides, certifications enable you to demonstrate extra knowledge and skills as an administrative manager. The certified business office manager certificate offered by the management and strategy institute is a good example of professional certification for administrative managers. To obtain this certificate, the administrative manager must complete an online course and pass the accompanying test. Topics like business communication, organization and time management, interpersonal skills, and personal development are covered.
Training, and Experience
An administrative manager should initiate training while in school through an internship. Internships provide practical training and experience in administrative practices and procedures. You can work in junior roles within the administrative sector before advancing to senior roles after graduation. The on-the-job training and experience can help you to become familiar with common administrative processes such as monitoring supplies, managing finances, and assisting coworkers. In relation, a prospective administrative manager can get intensive training by working with a mentor.
Essential skills
An administrative manager is associated with fantastic and eccentric interpersonal skills and strong leadership abilities. They are organized, resilient, and have experience directing others. Hiring managers and organizations prefer applicants with the aforementioned traits as well as the following;
- Understanding of best administrative practices: The administrative manager must have over-the-top knowledge of the best practices in administration. They must work effectively in imbibing the core administrative processes and train other staff in their department to do the same.
- Leadership skills: Administrative managers are leaders by default; hence, they must harness excellent leadership skills to thrive in the role. Most administrative managers rely on these skills to motivate and support administrative work in the company.
- Computer literacy: Clearly, the functions and duties of an administrative manager require excellent computer knowledge and literacy. They must be able to use computer devices and other databases with ease. Also, an administrative manager should be comfortable using enterprise resource planning and accounting software when working.
- Attention to detail: Being attentive to detail helps administrative managers to issue accurate reports and error-free documents. They also use this skill to identify errors in the work of administrative assistants and other staff in the assigned unit.
How to Become an Administrative Manager
A combination of experience and education can get you a job as an administrative manager. If you are interested in becoming an administrative manager, the following tips can suffice;
Get a bachelor’s degree: After graduation from high school, you will need a bachelor’s degree in business management. This can be accomplished through other majors as well such as finance, human resource, and accounting.
Consider a master’s degree: Though not mandatory, pursue a master’s degree to stand out among competitors. An advanced degree can help you become an administrative manager with less work experience and eventually aid you to secure a director of administrative services.
Develop the necessary experience: Experience is crucial for administrative managers. Hence, develop experience through an internship, entry-level positions, and mentorship and build skills.
Update your curriculum vitae: Next, update your curriculum vitae or resume and include your newly acquired and recent advanced education, skills, and experience. Emphasize any periods in which you showed leadership or held substantial responsibility.
Earn certification and apply for administrative managerial roles: After meeting work and educational requirements, try and obtain certification to improve your chances of getting hired. Next, send your updated resume to companies hiring administrative managers.
Where can an Administrative Manager Work?
An administrative manager works in several offices, industries, and sectors including;
- Schools and colleges
- Health care organizations
- Professional and scientific institutes
- Technical service businesses
- Insurance firms
- Government agencies and parastatal
Administrative Manager Salary Scale
Obtaining a minimum of a bachelor’s degree and certification can increase the salary of an administrative manager. Depending on the company, country, and years of experience, administrative managers earn an estimated average salary of $53,360 per year.
