Administration Manager Job Description Template

Job Brief

We are looking for an experienced Administration Manager to supervise daily support operations of our company and plan the most efficient administrative procedures. You will lead a team of professionals to complete a range of administrative duties in different departments.

A great administration manager has excellent communication and organizational skills. The ideal candidate will be well-versed in departmental procedures and policies and will be able to actively discover new ways to do the job more efficiently.

The goal is to ensure all support activities are carried on efficiently and effectively to allow the other operations to function properly.

Responsibilities

Plan and coordinate administrative procedures and systems and devise ways to streamline processes
Recruit and train personnel and allocate responsibilities and office space
Assess staff performance and provide coaching and guidance to ensure maximum efficiency
Ensure the smooth and adequate flow of information within the company to facilitate other business operations
Manage schedules and deadlines
Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
Monitor costs and expenses to assist in budget preparation
Oversee facilities services, maintenance activities and tradespersons (e.g electricians)
Organize and supervise other office activities (recycling, renovations, event planning etc.)
Ensure operations adhere to policies and regulations
Keep abreast with all organizational changes and business developments

Requirements

Proven experience as administration manager
In-depth understanding of office management procedures and departmental and legal policies
Familiarity with financial and facilities management principles
Proficient in MS Office
An analytical mind with problem-solving skills
Excellent organizational and multitasking abilities
A team player with leadership skills
BSc/BA in business administration or relative field

What does Administration Manager do?

An Administration Manager is responsible for overseeing and coordinating various administrative tasks and operations within an organization. On a day-to-day basis, their duties may include:

Managing administrative staff: Supervising and providing guidance to administrative support staff, including assigning tasks, monitoring performance, and conducting performance reviews.
Planning and organizing: Developing and implementing administrative systems, procedures, and policies to streamline operations and improve efficiency.
Budgeting and financial management: Developing and managing the departmental budget, monitoring expenses, and ensuring adherence to financial guidelines.
Record keeping and documentation: Maintaining accurate records, files, and databases, including personnel records, financial documents, and other important information.
Communication and coordination: Serving as a point of contact for internal and external stakeholders, facilitating communication between different departments, and coordinating meetings and events.
Facilities management: Overseeing office facilities and equipment, including maintenance, repairs, and procurement of necessary supplies.
HR support: Assisting with recruitment processes, onboarding new employees, managing employee benefits, and ensuring compliance with HR policies and procedures.
Safety and compliance: Ensuring adherence to health and safety regulations, tracking and maintaining necessary licenses and certifications, and implementing appropriate policies and procedures.
Project management: Assisting in the planning and execution of various projects and initiatives, including preparing project plans, monitoring progress, and ensuring timely completion.
Continuous improvement: Identifying areas for improvement, proposing and implementing solutions, and monitoring outcomes to enhance administrative processes and practices.

These are just some of the tasks that an Administration Manager may handle on a daily basis, and the specific responsibilities can vary depending on the organization's size and industry.

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