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

The administrative services manager plays a vital role in the success of any organization. Their primary responsibility is to ensure the efficient and effective functioning of administrative operations. This includes providing support to senior management and ensuring the smooth running of organizational activities.

As a result, the manager can have a significant impact on the overall performance of an organization. For example, they can help reduce costs, streamline processes, create efficiencies, and improve customer service. Furthermore, they can also help improve morale and increase productivity among employees by providing them with the necessary resources and support.

All of these factors can ultimately lead to improved profitability and overall success.

Steps How to Become

1. Obtain a Bachelor's Degree. To become an administrative services manager, you must first obtain a bachelor's degree in a field related to business administration, management, or finance. A degree in accounting, economics, or computer science may also be beneficial.
2. Gain Work Experience. Once you have completed your degree, it is important to gain some work experience in a related field. This could be in the form of an internship or a job as an administrative assistant, office manager, or project coordinator.
3. Develop Your Skills. As an administrative services manager, you will need to be proficient in a variety of skills, such as communication, problem-solving, and organizational abilities. You should also become familiar with computer programs and applications that are used for managing data and performing other administrative tasks.
4. Get Certified. Consider getting certified as an administrative services manager to demonstrate your expertise and commitment to the profession. There are several certifications available, including the Certified Administrative Services Manager (CASM) and the Professional Administrative Services Manager (PASM).
5. Pursue Advancement Opportunities. Once you have some experience and have obtained the necessary certifications, you should look for opportunities to advance your career. This could include taking on additional responsibilities or seeking out new roles.

Organizational success is determined by the quality of the administrative services provided. Therefore, it is essential to hire a reliable and competent Administrative Services Manager who can manage office operations and provide efficient services. A reliable and competent manager will create an efficient working environment that meets organizational objectives, by maintaining a professional atmosphere, providing prompt customer service, and delegating tasks to meet deadlines.

they will ensure that resources are used efficiently and coordinate staff activities to ensure the smooth operations of the office. By hiring the right candidate, the organization can benefit from improved productivity and cost savings, which ultimately leads to greater success.

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Job Description

1. Establish and maintain administrative policies and procedures
2. Oversee compliance with applicable laws, regulations, and company policies
3. Develop and implement systems for document retention, records management, and archiving
4. Coordinate the preparation of financial statements and other business reports
5. Monitor budgets and track revenue and expenses
6. Develop and maintain budgeting and forecasting models
7. Manage the procurement of supplies and services
8. Supervise administrative staff, including hiring and training
9. Provide guidance to staff on administrative matters
10. Coordinate staff schedules to ensure adequate coverage
11. Monitor the performance of administrative staff
12. Develop and implement office safety and security procedures
13. Develop and manage client relations systems
14. Develop and implement customer service policies and procedures
15. Manage communications systems, including phone systems, voicemail, and email
16. Analyze operational data to identify areas for improvement
17. Collaborate with other departments to ensure efficient workflow
18. Prepare reports on administrative activities

Skills and Competencies to Have

1. Knowledge of budgeting and financial management
2. Knowledge of administrative policies and procedures
3. Ability to develop, implement, and evaluate administrative systems and procedures
4. Ability to interpret laws, regulations, and policies
5. Ability to prioritize tasks and meet deadlines
6. Ability to provide excellent customer service
7. Strong problem-solving skills
8. Excellent written and verbal communication skills
9. Proficiency in MS Office Suite and other software applications
10. Ability to manage multiple projects and competing priorities
11. Strong organizational and time management skills
12. Strong interpersonal skills and ability to work effectively in a team environment
13. Ability to maintain confidentiality

Effective organizational and communication skills are essential for an Administrative Services Manager. It is important for the manager to be able to effectively plan and prioritize tasks, coordinate with other departments, and effectively communicate with employees. Poor communication can lead to costly errors and missed deadlines, which can cause disruptions in workflow and decrease efficiency.

Good communication also helps to foster a positive work environment and build strong relationships with colleagues. Furthermore, strong organizational skills are necessary for the successful management of budgets and resources. Without adequate planning and organization, the manager may make costly mistakes that could have serious consequences.

an Administrative Services Manager must possess strong organizational and communication skills to ensure that their organization runs efficiently.

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Frequent Interview Questions

• What experience do you have in administering services?
• How would you assess the effectiveness of a service delivery system?
• What strategies have you implemented to improve customer service delivery?
• What challenges have you faced in managing staff within a services environment?
• How have you addressed budgetary constraints when delivering services?
• What methods have you used to ensure timely completion of administrative tasks?
• How do you prioritize tasks and manage time effectively?
• Describe a successful project you have led involving administrative services.
• How do you build and maintain relationships with vendors and stakeholders?
• What initiatives have you taken to improve service quality and customer satisfaction?

Common Tools in Industry

1. Office Management Software. Software to help manage day-to-day operations such as scheduling and budgeting (e. g. Microsoft Office 365).
2. Task Management Software. Software to help manage and prioritize tasks (e. g. Trello).
3. Document Management Software. Software to help store, organize and access documents (e. g. Dropbox).
4. Financial Management Software. Software to help track, analyze and report finances (e. g. QuickBooks).
5. Customer Relationship Management (CRM) Software. Software to help track customer relationships (e. g. Salesforce).
6. Human Resources Management Software. Software to help with employee payroll, benefits and attendance (e. g. BambooHR).
7. Time Tracking Software. Software to help track the time spent on tasks (e. g. Toggl).
8. Analytics Software. Software to help track and analyze data (e. g. Google Analytics).

Professional Organizations to Know

1. American Management Association
2. Professional Association of Administrative Professionals
3. Institute of Administrative Management
4. International Association of Administrative Professionals
5. Society for Human Resource Management
6. International Personnel Management Association
7. Public Administration Network
8. Project Management Institute
9. American Society for Quality
10. International Facility Management Association

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Common Important Terms

1. Human Resources Management. The management of an organization's human resources, which includes recruiting, hiring, training, and evaluating employees.
2. Financial Management. The management of an organization's financial resources, which includes budgeting, accounting, forecasting, and cash-flow management.
3. Business Process Reengineering. The process of redesigning business processes to improve efficiency and effectiveness.
4. Risk Management. The process of managing and mitigating risks associated with an organization's operations.
5. Technology Management. The management of an organization's technology, which includes hardware, software, and data systems.
6. Project Management. The management of projects and the resources associated with them to complete tasks within the specified timeframe.
7. Organizational Development. The process of improving an organization's structure and processes to achieve its goals.
8. Strategic Planning. The process of developing a long-term vision and objectives for an organization and creating plans and strategies to achieve those objectives.

Frequently Asked Questions

What is an Administrative Services Manager?

An Administrative Services Manager is a professional responsible for providing administrative support to a company or organization. This may include tasks such as managing office supplies, organizing events, scheduling appointments, and handling customer service issues.

What qualifications are needed to become an Administrative Services Manager?

Generally, most employers will require a bachelor’s degree in business or a related field, in addition to experience in an administrative role. It is also beneficial to have strong computer and communication skills.

What are some of the duties of an Administrative Services Manager?

Duties may include managing office supplies, organizing events, scheduling appointments, overseeing clerical staff, handling customer service issues, and maintaining records.

What type of environment does an Administrative Services Manager work in?

Administrative Services Managers typically work in an office setting. They may work full-time or part-time and interact with a variety of people.

How much does an Administrative Services Manager earn on average?

According to the Bureau of Labor Statistics, the median annual wage for Administrative Services Managers is $93,940 in 2019.

What are jobs related with Administrative Services Manager?

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• Data Center Administrator
• Facility Security Administrator
• Web Administrator
• Quality Assurance Administrator
• Technical Administrator
• Research Support Administrator
• Webmaster Administrator
• Product Support Administrator

Web Resources

• City Colleges of Chicago - Administrative Services Manager www.ccc.edu
• Administrative Services Manager: MHA Careers - Maryville Online online.maryville.edu
• What Is An Administration Manager? - SCI Blog scitexas.edu