Administrative services managers coordinate and direct the many support services that allow organizations to operate efficiently. They perform a broad range of duties. They might, for example, oversee secretarial and reception services, administration, payroll, conference planning and travel, information and data processing, mail, materials scheduling and distribution, printing and reproduction, records management, telecommunications management, security, parking, energy consumption, and personal property procurement, supply, recycling, and disposal. They manage support services for organizations as diverse as insurance companies, computer manufacturers, and government offices.
Specific duties for these managers vary by degree of responsibility and authority. First-line administrative services managers directly supervise a staff that performs various support services. Mid-level managers, on the other hand, develop departmental plans, set goals and deadlines, implement procedures to improve productivity and customer service, and define the responsibilities of supervisory-level managers. Some mid-level administrative services managers oversee first-line supervisors from various departments, including the clerical staff. Mid-level managers also may be involved in the hiring and dismissal of employees, but they generally have no role in the formulation of personnel policy. Some of these managers advance to upper level positions, such as vice president of administrative services.
In small organizations, a single administrative services manager may oversee all support services. In larger ones, however, first-line administrative services managers often report to mid-level managers who, in turn, report to owners or top-level managers, sometimes called director of administration, or vice president of administration.
The nature of managerial jobs varies as significantly as the range of administrative services required by organizations. For example, administrative services managers who work as contract administrators oversee the preparation, analysis, negotiation, and review of contracts related to the purchase or sale of equipment, materials, supplies, products, or services. In addition, some administrative services managers acquire, distribute, and store supplies, while others dispose of surplus property or oversee the disposal of unclaimed property.
Administrative services managers who work as facility managers plan, design, and manage buildings, grounds, equipment, and supplies, in addition to people. This task requires integrating the principles of business administration, information technology, architecture, engineering, and behavioral science. Although the specific tasks assigned to facility managers vary substantially depending on the organization, the duties fall into several categories, relating to operations and maintenance, real estate, project planning and management, leadership and communication, finance, quality assessment, facility function, technology integration, and management of human and environmental factors. Tasks within these broad categories may include space and workplace planning, budgeting, purchase and sale of real estate, lease management, renovations, or architectural planning and design. Facility managers may suggest and oversee renovation projects for a variety of reasons, ranging from improving efficiency to ensuring that facilities meet government regulations and environmental, health, and security standards. For example, they may influence a building renovation project toward a greater use of "green" energy–electricity generated from alternative and cost efficient energy sources, such as solar panels or fuel cells. Additionally, facility managers continually monitor the facility to ensure that it remains safe, secure, and well-maintained. Often, the facility manager is responsible for directing staff, including maintenance, grounds, and custodial workers.
Work environment. Administrative services managers generally work in comfortable offices. Managers involved in contract administration and personal property procurement, use, and disposal may travel between their home office, branch offices, vendors' offices, and property sales sites. Also, facility managers who are responsible for the design of workspaces may spend time at construction sites and may travel between different facilities while monitoring the work of maintenance and custodial staffs. However, new technology has increased the number of managers who telecommute from home or other offices, and teleconferencing has reduced the need for travel. Facility managers also may spend time outdoors, supervising and handling a variety of issues related to groundskeeping, landscaping, construction, security, and parking.
Most administrative services managers work a standard 40-hour week. However, uncompensated overtime frequently is required to resolve problems and meet deadlines. Facility managers often are "on call" to address a variety of problems that can arise in a facility during nonwork hours.
| 1. | Monitor the facility to ensure that it remains safe, secure, and well-maintained. |
| 2. | Direct or coordinate the supportive services department of a business, agency, or organization. |
| 3. | Set goals and deadlines for the department. |
| 4. | Prepare and review operational reports and schedules to ensure accuracy and efficiency. |
| 5. | Analyze internal processes and recommend and implement procedural or policy changes to improve operations, such as supply changes or the disposal of records. |
| 6. | Acquire, distribute and store supplies. |
| 7. | Plan, administer and control budgets for contracts, equipment and supplies. |
| 8. | Oversee construction and renovation projects to improve efficiency and to ensure that facilities meet environmental, health, and security standards, and comply with government regulations. |
| 9. | Hire and terminate clerical and administrative personnel. |
| 10. | Oversee the maintenance and repair of machinery, equipment, and electrical and mechanical systems. |
| 11. | Manage leasing of facility space. |
| 12. | Participate in architectural and engineering planning and design, including space and installation management. |
| 13. | Conduct classes to teach procedures to staff. |
| 14. | Dispose of, or oversee the disposal of, surplus or unclaimed property. |
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