What are Administrative Services Managers? Duties, Salary


administrative service managers

Administrative services managers plan, direct, and coordinate supportive services of an organization. Their specific responsibilities vary, but they typically maintain facilities and supervise activities that include recordkeeping, mail distribution, and office upkeep.

In a small organization, they may direct all support services and may be called the business office manager. Large organizations may have several layers of administrative managers who specialize in different areas.

Other Job Titles

  • Administrative Coordinator
  • Administrative Director
  • Administrative Manager
  • Administrative Officer
  • Administrative Specialist
  • Administrator
  • Business Administrator
  • Business Manager
  • Facilities Manager
  • Office Manager

Administrative Services Managers Job Duties

  • Supervise clerical and administrative personnel
  • Set goals and deadlines for their department
  • Develop, manage, and monitor records
  • Recommend changes to policies or procedures in order to improve operations, such as changing what supplies are kept or how to improve recordkeeping
  • 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, and security standards and comply with government regulations

They plan, coordinate, and direct a broad range of services that allow organizations to operate efficiently.

An organization may have several managers who oversee activities that meet the needs of multiple departments, such as mail, printing and copying, recordkeeping, security, building maintenance, and recycling.

An administrative services manager might be responsible for making sure that the organization has the supplies and services it needs.

In addition, they could be responsible for coordinating space allocation might take into account employee morale and available funds when determining the best way to arrange a given physical space.

Administrative services managers may examine energy consumption patterns, technology usage, and office equipment.

For example, managers may recommend buying new or different equipment or supplies in order to lower energy costs or improve indoor air quality.

Administrative services managers also plan for maintenance and the future replacement of equipment, such as computers.

A timely replacement of equipment can help save money for the organization, because eventually the cost of upgrading and maintaining equipment becomes higher than the cost of buying new equipment.

Types of Administrative Services Managers

administrative service managers include facility managers.

Facility managers oversee buildings, grounds, equipment, and supplies. Their duties fall into several categories, including overseeing operations and maintenance, planning and managing projects, and dealing with environmental factors.

Facility managers may oversee renovation projects to improve efficiency or ensure that facilities meet government regulations and environmental, health, and security standards.

For example, they may influence building renovation projects by recommending energy-saving alternatives or efficiencies that reduce waste. In addition, facility managers continually monitor the facility to ensure that it remains safe, secure, and well maintained.

Facility managers also are responsible for directing staff, including grounds maintenance workers, janitors and building cleaners, and general maintenance and repair workers.

Records and information managers develop, monitor, and manage an organization’s records.

They provide information to executive management and ensure that employees throughout the organization follow information and records management guidelines.

They may direct the operations of on-site or off-site records facilities. They should be familiar with the technology that is used to manage both physical and electronic records.

Records and information managers also work closely with an organization’s attorneys, technology, and business operations personnel.

Records and information managers do not handle medical records, which are administered by medical and health services managers.

Is Being an Administrative Services Manager a Good Career?

According to the  O*NET career and personality test, this profession appeals to people with enterprising and conventional interests. These careers also appeal to the ISFJ or the Defender personality according to 16Personalities.com.

Enterprising occupations involve starting and carrying out projects. These jobs mean leading people and making decisions.

Conventional jobs mean following set procedures and routines. The occupations can include working with data and details more than with ideas. There is a clear line of authority.

ISTPs are born to serve others and they are often known as the backbone of any team they are on. They are the people to know if you need to know what’s going on at the office.

Work Styles Required to be an Administrative Services Manager

  • Integrity —You should be honest and ethical.
  • Dependability — You should be reliable, responsible, and dependable, and fulfilling obligations.
  • Self Control — You should be able to maintain composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
  • Stress Tolerance — You have to accept criticism and deal calmly and effectively with high-stress situations.
  • Attention to Detail — Administrative service managers should be good with detail and thorough in completing work tasks.

Being an Administrative Services Manager Fulfills These Work Values

  • Relationships — The employee can provide service to others and work with co-workers in a friendly non-competitive environment.
  • Independence — Employees in this role are allowed to work on their own and make decisions.
  • Recognition —This job offers advancement, potential for leadership, and are often considered prestigious.

Where Do Administrative Services Managers Work?

Most administrative services managers work in offices

Administrative services managers held about 300,200 jobs in 2018. The largest employers of administrative services managers were:

Healthcare and social assistance12%
Educational services; state, local, and private12
Professional, scientific, and technical services11
Local government, excluding education and hospitals8
Finance and insurance8

They work in an office most of the time. They sometimes make site visits around the building, go outdoors to supervise groundskeeping activities, or inspect other facilities under their management.

Work Schedules

Most administrative services managers work full time. 

Some work more than 40 hours per week. Facility managers often are on call to address a variety of problems that can arise in a facility during nonworking hours.

Although educational requirements for administrative services managers vary by the type of organization and the work they do, they usually have a bachelor’s degree and must have related work experience.

Top Administrative Services Manager Jobs

How to Become an Administrative Services Manager

Knowledge

  • 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.
  • English Language — Knowledge of the structure and content of the English language 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.

Skills

  • 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.

Abilities

  • 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.
  • Deductive Reasoning — The ability to apply general rules to specific problems to produce answers that make sense.

Education

A bachelor’s degree is typically required for someone to become an administrative services manager.

However, some jobseekers may be able to enter the occupation with a high school diploma.

Those with a bachelor’s degree typically study business, engineering, facility management, or information management.

Work Experience

Administrative services managers must have related work experience reflecting managerial and leadership abilities.

Facility managers should be experienced in business operations, project management, and building maintenance, for example as a general maintenance and repair worker or a cost estimator.

Records and information managers should have previous administrative or clerical experience involving recordkeeping.

Records and information managers in the legal field often must have previous experience as a paralegal or legal assistant.

Licenses, Certifications, and Registrations

Although it is not required, completing a certification program may give prospective job candidates an advantage.

The International Facility Management Association offers a competency-based professional certification program for administrative services managers.

The program has two levels: the Facilities Management Professional (FMP) certification and the Certified Facility Manager (CFM) certification. People entering the profession can get the FMP as a steppingstone to the CFM.

For the CFM, applicants must meet certain educational and experience requirements. The CFM must be renewed every 3 years by completing continuing education and professional development requirements.

For records and information managers, the Institute of Certified Records Managers offers the Certified Records Manager (CRM) certification.

For those specializing in information governance, ARMA International offers the Information Governance Professional (IGP) certification.

How Much Does an Administrative Services Manager Make?

More than half of the administrative services managers in the U.S. made more than $96,180 in May 2018, according to the Bureau of Labor Statistics.

The lowest 10 percent earned less than $55,000, and the highest 10 percent earned more than $165,470.

In May 2018, the median annual wages for administrative services managers in the top industries were:

Finance and insurance$104,780
Professional, scientific, and technical services104,720
Local government, excluding education and hospitals93,630
Educational services; state, local, and private91,420
Healthcare and social assistance88,050

Job Outlook is Good

Administrative services managers include facility managers

Employment of administrative services managers is projected to grow 7 percent from 2018 to 2028.

Administrative tasks, including facility management and records and information management, will remain important in a wide range of industries.

A continuing focus on the environmental impact and energy efficiency of buildings will keep facility managers in demand. Improving energy efficiency can reduce costs and often is required by regulation.

For example, building codes typically ensure that buildings meet environmental standards.

Facility managers will be needed to oversee these improvements in a wide range of areas, from heating and air-conditioning systems to roofing.

In addition, facility managers will be needed to plan for natural disasters, ensuring that any damage to a building will be minimal and that the organization can get back to work quickly.

“Smart building” technology is expected to affect the work of facility managers over the next decade.

This technology will provide facility managers with timely and detailed information, such as equipment failure alerts and reminders to perform maintenance.

This information should allow facility managers to complete their work more efficiently.

Records and information managers also are expected to see employment growth.

Demand is expected to be particularly strong for those working in “information governance,” which includes the privacy and legal aspects of records management.

As cloud computing and mobile devices become more prevalent, records and information managers will have a critical role in helping organizations develop new records and information management practices and in maintaining data security.

Job Prospects

Applicants will likely face strong competition for administrative services management jobs. However, an increase in the expected number of retirements in upcoming years should produce more job openings.

More Resources

For more information about facility management, as well as the Certified Facility Manager designation, visit

International Facility Management Association

Latest News From the IFMA

For more information about records and information management, visit

ARMA International

Institute of Certified Records Managers

Source: U.S. Bureau of Labor Statistics Occupational Outlook Handbook.

O*NET in-it

Tracey Lamphere

Tracey Lamphere, M.S. IMC is the editor of Job Affirmations, a publication that provides information and ideas to use mindfulness, positive affirmations, and visualizations to transform your career.

Recent Posts