How to Be Administrative Manager - Job Description, Skills, and Interview Questions

Jul 24, 2021 / 5 Minutes Read / By Albert

How to Become

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The lack of an administrative manager can have a significant effect on a business. When there is no one to organize employees and manage the day-to-day operations, it reduces operational efficiency and can lead to missed deadlines, poor customer service, and other issues. This can result in lost revenue, increased costs, and a decrease in employee morale, all of which can negatively impact the businesss overall performance. To ensure the success of any business, having an administrative manager is essential for organizing, managing, and streamlining operations.

Steps How to Become

Earn a Bachelor's Degree. To become an administrative manager, you should have a minimum of a bachelor's degree in business administration, management or a related field. A bachelor's degree can provide you with the knowledge and skills needed to be successful in the role.
Develop Leadership Skills. Administrative managers need strong leadership skills. You can develop these skills by taking courses in leadership, communication and management. You can also gain leadership experience through internships, volunteer work or extracurricular activities.
Pursue Professional Certifications. Professional certifications can help you stand out from other job applicants. Some organizations may require administrative managers to hold certain certifications, such as a Certified Management Accountant (CMA) or a Project Management Professional (PMP) certification.
Gain Work Experience. Most organizations prefer to hire administrative managers with at least five years of experience in management and administrative positions. You can gain work experience by taking on internships, part-time jobs or entry-level positions in management and administration.
Network. Networking is an important part of career advancement. By attending industry events and joining professional organizations, you can build relationships with other professionals and gain valuable insight into the industry.
Apply for Administrative Manager Positions. Once you have the necessary qualifications, you can start applying for administrative manager positions. Make sure to tailor your resume and cover letter to the position and highlight the skills and qualifications that make you the best candidate for the job.

Being an Administrative Manager requires staying ahead and efficient in order to ensure that all tasks are completed in a timely manner. To be successful, it is important to stay organized and prioritize tasks, set goals, and delegate assignments. Planning ahead of time can help save time and energy down the line, while staying up to date on the latest developments in the administrative field can help you stay ahead of the curve.

Communication is key when delegating assignments, as it ensures that everyone is on the same page and that no task is overlooked. utilizing technology to streamline processes and automate repetitive tasks can help reduce workloads and increase efficiency. Finally, staying focused and motivated is essential to staying ahead and efficient in the administrative field.

You may want to check Administrative Liaison, Administrative Support, and Administrative Data Analyst for alternative.

Job Description

Develop and implement office policies and procedures.
Manage office staff, including recruitment, training, and performance reviews.
Oversee administrative operations, including accounts payable/receivable, payroll, and general bookkeeping.
Monitor and maintain office supplies inventory.
Handle customer inquiries and complaints.
Develop and implement systems for record keeping, filing, and data management.
Prepare reports, presentations, and correspondences.
Create agendas and take minutes for meetings.
Manage office budget and approve expenditures.
Organize and coordinate events and conferences.

Skills and Competencies to Have

Leadership: Demonstrates strong decision-making and problem-solving abilities to lead teams, manage projects, and create strategies.
Communication: Excellent verbal and written communication skills to work collaboratively with colleagues and stakeholders.
Interpersonal: Possesses strong interpersonal skills to foster positive working relationships with peers, staff, stakeholders, and customers.
Organizational: Highly organized and able to prioritize tasks, multitask, and pay attention to detail.
Financial: Knowledge of budgeting, accounting, and financial reporting processes to ensure fiscal responsibility.
Technical: Proficiency in computer programs, databases, and other software related to the job.
Strategic Planning: Strategically plans projects, sets deadlines, and meets goals.
Risk Management: Identifies risks and implements strategies to mitigate them.
Compliance: Ensures compliance with legal requirements and regulations.
Analytical: Analyzes data to gain insights and make informed decisions.

Organizational and communication skills are essential to success as an administrative manager. Having the ability to effectively coordinate and manage multiple tasks and teams is essential to ensure that projects are completed on time and within budget. The ability to effectively communicate with other departments, vendors, and customers is also essential for successful operations.

Poor communication can lead to delays, misunderstandings, and confusion, which can ultimately hamper productivity and profitability. having strong analytical skills is essential for problem solving and decision making, which are critical components of administrative management. Without these skills, an administrative manager would be unable to efficiently manage their team or organization, leading to an inefficient and ineffective workplace.

Administrative Systems Analyst, Administrative Process Manager, and Administrative Technician are related jobs you may like.

Frequent Interview Questions

What experience do you have in an administrative management role?
What strategies would you use to improve administrative operations?
How do you prioritize and manage multiple tasks and deadlines?
How do you manage a team of staff members, including setting objectives and measuring performance?
How do you handle customer complaints and difficult situations?
What processes do you employ to ensure compliance with company policies and procedures?
How do you stay organized and motivated in a fast-paced environment?
What computer programs are you proficient in?
How do you maintain a high level of confidentiality when dealing with sensitive information?
How do you handle stress and unexpected challenges?

Common Tools in Industry

Microsoft Office Suite. A comprehensive set of productivity tools, including Word, Excel, PowerPoint, Outlook, and OneNote (eg: creating presentations in PowerPoint).
Adobe Creative Cloud. A suite of creative tools for creating digital artwork, video, and audio (eg: editing videos in Premiere Pro).
Google Workspace. A cloud-based suite of communication and collaboration tools, including Gmail, Calendar, Docs, Sheets, and Slides (eg: collaborating on documents in Google Docs).
Project Management Software. Software designed to help manage projects, such as Asana, Trello, Jira, and Monday (eg: tracking project progress in Trello).
Time Management Software. Software designed to help keep track of time and tasks, such as Toggl and Harvest (eg: tracking employee hours in Harvest).
Accounting Software. Software designed to help manage finances and bookkeeping, such as QuickBooks and Xero (eg: creating invoices in QuickBooks).
HR Management Software. Software designed to help manage human resources and employee data, such as BambooHR and Workday (eg: managing employee benefits in BambooHR).
Customer Relationship Management Software. Software designed to help manage customer relationships, such as Salesforce and HubSpot (eg: tracking customer interactions in Salesforce).

Professional Organizations to Know

American Management Association (AMA)
Institute of Management Accountants (IMA)
Society for Human Resource Management (SHRM)
Project Management Institute (PMI)
Association for Operations Management (APICS)
Institute of Certified Professional Managers (ICPM)
International Facility Management Association (IFMA)
National Association of Female Executives (NAFE)
National Association of Professional Organizers (NAPO)
Association for Talent Development (ATD)

We also have Administrative Executive Assistant, Administrative Supervisor, and Administrative Director jobs reports.

Common Important Terms

Human Resources (HR). This is the department of a business responsible for the recruitment, management, and training of employees.
Business Process Management (BPM). A systematic approach to managing and improving the processes and procedures within a business.
Project Management. The practice of initiating, planning, executing, controlling, and closing the work of a team to achieve specific goals and meet specific success criteria within a specified time period.
Risk Management. The process of identifying, assessing, and mitigating potential risks or threats to an organization's operations, finances, or reputation.
Compliance. The process of ensuring that all aspects of an organization are in line with relevant laws, regulations, and industry standards.
Organization Development. The process of managing and guiding organizational change in order to improve efficiency, effectiveness, and overall performance.
Strategic Planning. The process of developing a comprehensive plan for the future of an organization, which includes goals and objectives, strategies, and tactics.

Frequently Asked Questions

What is the primary responsibility of an Administrative Manager?

The primary responsibility of an Administrative Manager is to oversee the day-to-day operations of an organization, manage staff, coordinate projects, and ensure that administrative processes are running smoothly.

What skills are necessary for an Administrative Manager?

An Administrative Manager should possess strong organizational and communication skills, have the ability to multi-task and prioritize work, have a strong attention to detail and be able to think strategically. Additionally, experience with budgeting, scheduling, and task delegation is also important.

How many staff does an Administrative Manager typically manage?

This can vary depending on the size of the organization and the number of administrative tasks that need to be accomplished. Generally speaking, an Administrative Manager can manage anywhere from 5 to 20 staff members.

What type of qualifications does an Administrative Manager usually need?

Generally, an Administrative Manager should hold a bachelor's degree in business, management, or a related field. Depending on the position, additional certifications or qualifications may also be required.

What type of salary can an Administrative Manager expect to earn?

Salaries for Administrative Managers can vary widely depending on experience, location, and company size. According to PayScale, the average annual salary for an Administrative Manager is $63,000.