Administrative Services Managers

Summary

What Administrative Services Managers Do About this section

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

Administrative services managers plan, direct, and coordinate supportive services of an organization. Their specific responsibilities vary, but administrative service managers 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.

Duties

Administrative services managers typically do the following:

• 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

Administrative services 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.

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 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:

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.

Work Environment About this section

Administrative services managers spend much of their day in an office.

Administrative services managers spend much of their day in an office. 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.

How to Become an Administrative Services Manager About this section

In managing workers and coordinating administrative duties, administrative services managers must show leadership ability.

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.

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.

Important Qualities

Analytical skills. Administrative services managers must be able to review an organization’s procedures and find ways to improve efficiency.

Communication skills. Much of an administrative services manager’s time is spent working with other people. Therefore, communication is a key quality.

Detail oriented. Administrative services managers must pay attention to details. This quality is necessary across a range of tasks, from ensuring that the organization complies with building codes to managing the process of buying equipment.

Leadership skills. In managing workers and coordinating administrative duties, administrative services managers must be able to motivate employees and deal with issues that may arise.

Pay About this section

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.

Job Outlook About this section

Overall employment of administrative services managers is projected to grow $pc.toString().replaceAll("^\-","") percent from 2020 to 2030, $gra.

About $tools.number.format('#,###',$op) openings for administrative services managers are projected each year, on average, over the decade. Many of those openings are expected to result from the need to replace workers who transfer to different occupations or exit the labor force, such as to retire.

Employment

Employment of administrative services managers is projected to grow 7 percent from 2018 to 2028, faster than the average for all occupations. 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.

State & Area Data About this section

Occupational Employment and Wage Statistics (OEWS)

The Occupational Employment and Wage Statistics (OEWS) program produces employment and wage estimates annually for over 800 occupations. These estimates are available for the nation as a whole, for individual states, and for metropolitan and nonmetropolitan areas.

Projections Central

Occupational employment projections are developed for all states by Labor Market Information (LMI) or individual state Employment Projections offices. All state projections data are available at www.projectionscentral.com. Information on this site allows projected employment growth for an occupation to be compared among states or to be compared within one state. In addition, states may produce projections for areas; there are links to each state’s websites where these data may be retrieved.

CareerOneStop

CareerOneStop includes hundreds of occupational profiles with data available by state and metro area. There are links in the left-hand side menu to compare occupational employment by state and occupational wages by local area or metro area. There is also a salary info tool to search for wages by zip code.

Contacts for More Information About this section

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

International Facility Management Association

For more information about records and information management, visit

ARMA International

Institute of Certified Records Managers