Administrative Services
Administrative services managers plan, direct, and coordinate supportive services of an organization. Their specific responsibilities vary by the type of organization and may include keeping records, distributing mail, and planning and maintaining facilities.
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.
Duties
Administrative service managers typically do the following:
• Buy, store, and distribute supplies
• Supervise clerical and administrative personnel
• Set goals and deadlines for the 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
• Plan budgets for contracts, equipment, and supplies
• 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
Administrative service managers 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.
The work of administrative services managers can make a difference in employee productivity and satisfaction. For example, an administrative services manager might be responsible for making sure that the organization has the supplies and services it needs.
In addition, an administrative services manager who is 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 also ensure that the organization honors its contracts and follows government regulations and safety standards.
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.
The following are examples of types of administrative services managers:
Contract administrators handle buying, storing, and distributing equipment and supplies. They also oversee getting rid of surplus or unclaimed property.
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 maintenance, grounds, and custodial workers.
Records and information managers develop, monitor, and manage an organization’s records. They provide information to executive management, and they ensure that employees throughout the organization follow information and records management guidelines.