ADMINISTRATIVE SERVICES MANAGER SUMMARY OF FUNCTIONS

The administrative services manager plans, directs, and coordinates the organization’s support services. Specific responsibilities may include recordkeeping, facilities planning and maintenance, and security.

ADMINISTRATIVE SERVICES MANAGER ESSENTIAL DUTIES AND RESPONSIBILITIES

• Know the correct procedures to be followed for each contract
• Buy, store, and distribute supplies
• Supervise clerical and administrative personnel
• Recommend changes to policies or procedures to improve operations, such as changing what supplies the organization keeps and improving how the organization handles records
• Plan budgets for contracts, equipment, and supplies
• Monitor the facility to ensure that it remains safe, secure, and well maintained
• Oversee the maintenance and repair of machinery, equipment, and electrical and mechanical systems
• Ensure that facilities meet environmental, health, safety, and security standards and comply with government regulations

ORGANIZATIONAL RELATIONSHIPS

Reports directly to the Operations Manager. Works in conjunction with the organization’s Administrative staff to facilitate office operations.

PROCEDURES

The Administrative Services Manager Job Description is mentioned in the following procedures:

ADMINISTRATIVE SERVICES MANAGER QUALIFICATIONS

A high school diploma or GED is required. Good communication skills and the ability to work well with people are essential. Project management experience is preferred; familiarity with specific computer applications (e.g., Microsoft Excel, MS-Project) is beneficial.

ADMINISTRATIVE SERVICES MANAGER PHYSICAL DEMANDS

Ability to communicate well orally and in writing with customers, vendors, management, and coworkers is crucial. This person will regularly use telephone, email, and other communications media; knowledge of communication etiquette is important. Sitting for extended periods is common. Hearing and vision within normal ranges is essential for normal conversations, to receive ordinary information, and to prepare or inspect documents.

Requires the ability to remain in a stationary (seated) position 50% of the time, occasionally move about inside the office to access files or office equipment, operate a computer and other office productivity devices (e.g., calculator, hand-held device, copy machine, printer), and operate and monitor various specialized equipment. Must be able to constantly position self to maintain equipment, including under tables and desks.

No heavy lifting is expected; exertion of up to 10 lbs. of force occasionally may be required. Good manual dexterity for the use of common office equipment, such as computers, calculators, copiers/scanners, and fax machines, is needed.

WORK ENVIRONMENT

The job is performed indoors in a traditional office setting; entails sitting for extended periods while working at a computer and phone.