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Administrative Manager Job Description: Top Duties and Requirements

An Administrative Manager, or Office Manager, is responsible for ensuring the day-to-day operations of a business for it to run smoothly. The main responsibilities of an Administrative Manager include supervising teams of office Administrative Assistants, developing and improving administrative processes, and ensuring the adequate flow of information throughout an organization.

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Administrative Manager duties and responsibilities

When writing a job description for an Administrative Manager, it’s important to specify duties and responsibilities required to excel in the role, including: 

  • Interviewing, hiring and training new administrative staff members
  • Keeping and appropriately filing administrative financial records
  • Organizing and controlling the operations of a department by providing administrative services
  • Implementing relevant internal policies and procedures
  • Preparing operations briefs for management
  • Maintaining sufficient inventory of supplies
  • Managing and negotiating vendor contracts
  • Ensuring that all electronic data and files are properly safeguarded
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Administrative Manager Job Description Examples:

Example 1

Job Description:

We are seeking a highly skilled and adaptable Production/Admin Manager at Ellis Studios, to lead our team in the Print Production Industry. This pivotal role involves overseeing print production processes, managing administrative functions, and ensuring exceptional customer relations. The ideal candidate will possess a deep understanding of design, prepress production, commercial print processes, and current production nomenclature.

Duties & Responsibilities

  • Plan, coordinate, and optimize print production schedules to meet project deadlines and customer expectations.
  • Collaborate closely with design, prepress, and production teams to ensure accurate and seamless execution of print projects.
  • Supervise and guide production staff, providing mentorship, training, and regular performance assessments.
  • Implement and enforce quality control measures to maintain industry-leading print standards.
  • Stay up-to-date with current print production technologies, nomenclature, and best practices to enhance production efficiency.
  • Troubleshoot production challenges and implement effective solutions to minimize disruptions.
  • Manage day-to-day administrative operations, including inventory control, procurement, and record keeping.
  • Foster relationships with suppliers and vendors to ensure timely and cost-effective procurement of materials and resources.
  • Develop comprehensive production schedules, allocate resources, and oversee equipment maintenance.
  • Generate insightful production reports, analyze data, and present key performance metrics to senior management.
  • Cultivate strong customer relationships through effective communication and timely project updates.
  • Collaborate with clients to interpret their design requirements and provide expert recommendations.
  • Address client inquiries, provide solutions to challenges, and ensure customer satisfaction throughout the production process.
  • Apply a deep understanding of design principles and prepress processes to assess and enhance artwork files for optimal print production.
  • Collaborate closely with the design team to ensure accurate execution of design concepts within print specifications.
  • Provide valuable insights to design teams regarding printability, color accuracy, and other production-related considerations.

    Qualifications:

  • Bachelor's degree or College Certificate in Graphic Design, Print Management, Business Administration, or a related field (or equivalent work experience).
  • In-depth understanding of current print production technologies, processes, and industry nomenclature.
  • Proven experience in print production management, with expertise in commercial print processes, design principles, and prepress production.
  • Strong leadership skills and the ability to inspire and manage diverse production teams.
  • Excellent organizational skills, attention to detail, and multitasking abilities.
  • Proficiency in print production software/tools and extensive knowledge of prepress processes.
  • Strong problem-solving abilities and the capability to make informed decisions under pressure.
  • Effective communication and interpersonal skills for seamless team collaboration, client interactions, and vendor relationships.
  • Knowledge of occupational health and safety regulations within a production setting.
  • Proficiency in relevant software such as Adobe Creative Suite, prepress software, Microsoft Office Suite (Word, Excel, PowerPoint), and production management tools.

    Salary:

  • To be determined based on Experience level

    Job Types: Full-time, Permanent

    Benefits:
  • Casual dress
  • Dental care
  • Disability insurance
  • Extended health care
  • Life insurance
  • On-site parking
  • Vision care
    Flexible Language Requirement:
  • French not required
    Schedule:
  • Day shift
  • Monday to Friday



    Ability to commute/relocate:
  • Aurora, ON L4G 3V1: reliably commute or plan to relocate before starting work (required)

    Education:
  • AEC / DEP or Skilled Trade Certificate (preferred)

    Experience:
  • Graphic design: 3 years (preferred)
  • Printing Production: 1 year (preferred)

    Shift availability:
  • Day Shift Location: In person

    • Example 2

    CleanStart is an award-winning social enterprise based in Vancouver, BC. We provide professional property services including junk removal, deep cleaning, pest control, and moving services. We specialize in providing a supportive work environment for those with barriers to employment. As a growing company, we are looking to expand our scope and scale, deepening our impact on the communities in which we operate.

    We are looking for a motivated, energetic Office and Administrative Manager with a strong work ethic to join our team. We are specifically looking for someone who wants to be a key part of growing the company. A successful applicant will have the requisite experience, great communication skills, initiative and creative problem solving skills, and work great as part of a team.

    As part of a close-knit team of Administrative Staff, you will work closely with our Operations Staff, Dispatch, and Senior Management in all aspects of your role. You will also be largely responsible for a number of key operating aspects of CleanStart, which provides you the opportunity to take control of this position and run with it. For a driven, creative individual who thrives in an administrative role, this is a fantastic opportunity to build something that makes a difference.

    If you are looking to be part of something great and help take it to the next level, we�d love to hear from you!

    Job Summary

    Accounting and Administration:

  • Managing bookkeeping tasks such as invoicing, payments, and cheque runs
  • Accounts Payable and Accounts Receivable oversight
  • Assistance (with operations and dispatch teams) on scheduling of field staff
  • Metrics reporting, managing certification processes
  • Creating management-level reports and customer-facing presentations
  • Main point of contact for key customers

    Human Resources:

  • Staff scheduling and timesheet management
  • Preparing and submitting payroll
  • Assisting with recruitment including on-boarding, and off-boarding
  • Administrator for employee benefits plan

    Required Skills and Qualifications

  • Excellent leadership skills, emotional intelligence, and impeccable business ethics
  • Strong organizational and time-management skills
  • Bachelor�s degree in Business Administration or Accounting
  • Strong working knowledge of basic accounting and bookkeeping needs for medium-sized businesses
  • Excellent verbal and written communication skills, including ability to effectively communicate with internal staff of all levels, key customers, clients, partners, and community stakeholders

    Are you right for the role?

  • Do you have 3-5 years of experience in providing comprehensive administrative and office management support in a medium- to large-sized business?
  • Are you looking to work and thrive in the world of social enterprise?
  • Can you manage your time well, understand how to prioritize your tasks and can adapt to changing priorities?
  • Do you love to learn and grow - you challenge yourself to learn, fail, and constantly improve, whether that�s through formal education or by gaining professional experience?
  • If the answer to all of the above is �yes,� please submit a resume to [website]

    Job Type: Full-time

    Salary: $65,000.00-$75,000.00 per year

    Benefits:
  • Dental care
  • Extended health care
  • Paid time off
  • Tuition reimbursement
  • Wellness program
    Schedule:
  • Monday to Friday



    Ability to commute/relocate:
  • Vancouver, BC V6A 2T2: reliably commute or plan to relocate before starting work (required)

    Application question(s):
  • In what year was CleanStart founded?

    Education:
  • Bachelor's Degree (required)

    Experience:
  • Administrative: 5 years Location: In person

    • Example 3

    ??Administrative Manager

    Word Vancouver is the largest free literary festival in Western Canada. We aim to foster the joy of the written word and to inspire creativity by bringing together readers and writers from all backgrounds. Join our team as the new Administrative Manager if you enjoy working with a small team, in a festival environment and love literature!

    Administrative Assistant Job Responsibilities:

  • Attend meetings with our Executive Director for weekly and/or monthly tasks
  • Carries out administrative duties such as digital filing of bios, headshots and book covers for festival use
  • Main point of contact for festival exhibitors and sponsors (Email outreach and organizing any digital promotional material needed)
  • Community outreach for silent auction donations and building/maintaining the online auction
  • Exhibits polite and professional communication via phone, e-mail, and mail
  • Supports the team by performing tasks related to organization and strong communication
  • Adds to and maintains contact list for 2023 festival hosts, authors and publishers
  • Fills and sends out author and host contracts and video releases
  • Contributes to team effort by accomplishing related results as needed
  • Comfortable creating surveys, posting on social media, updating festival calendar, and helping to monitor festival statistics
  • Collect sponsor and donor logos
  • Work closely with Indigenous and LGBTQ2S+ curators
  • Assists with special events throughout the year

    This job will start as part-time in mid-December 2022 at 15 hours per week at $22.00 per hour with more time required in September around the festival. Additional hours may also be required during special events (e.g. Spring Fundraiser)

    Administrative Assistant Skills and Qualifications:

  • Email, Communication and Zoom Skills
  • Google Suite Skills
  • Comfortable with squarespace, youtube, mailchimp, canva (not required but an asset)
  • Organization
  • Grant writing skills
  • Professionalism
  • Problem Solving
  • Verbal Communication

    Education and Experience

  • Interest in the reading or literary world is an asset
  • Previous experience in administration is an asset
  • Knowledge of appropriate software including: Microsoft Word, Excel, and Google Suite, and Adobe Acrobat

    Job Types: Part-time, Permanent, Fixed term contract

    Salary: $22.00 per hour

    Benefits:
  • Company events
  • Work from home
    Schedule:
  • Monday to Friday

    COVID-19 are a small team and as such work remotely throughout the year. Our meetings are on Zoom or by phone if one-on-one. The festival will be hybrid in September 2022, if COVID protocols permit, otherwise we will once again be online.

    • Example 4

    UPEI Student Union

    Job Description

    Job Title: Administrative Manager

    Reports to: General Manager

    Position Type: Full Time

    Work Location: WA Murphy Student Centre

    Compensation: Salaried

    Hours: May 1-June 1: 35 hours per week

    June 15-August 14: varied

    August 15-April 30: 35 hours per week varied

    Organization Overview

    Founded in 1969, the UPEI Student Union is the oldest incorporated student organization at the University of Prince Edward Island. With over 5,000 members, the Upeisu provides a range of services, including health and dental plans, funding, event programming, a campus pub and more. The Upeisu is unique in that it is the primary student advocacy organization on PEI; in other provinces, this responsibility is managed by a dedicated provincial advocacy group.

    The Fox & Crow is the campus pub and caf� for students, staff, faculty and visitors to the UPEI campus. The Fox & Crow is open all day to provide a place for everyone to eat, drink, relax and hang out while on campus. The pub also plays host to several events throughout the year for students, clubs and campus departments.

    Position Overview

    The Administrative Manager is a full-time employee of the Upeisu who works with and is accountable to the General Manager. The Administrative Manager will be responsible for the day-to-day operations of the Upeisu. This includes being the Health Plan Administrator, accounting procedures, payroll, helping with other SU services, assisting the Executive and Full-Time staff as needed, as well as other duties as required.

    Health Plan Administration

  • Manage all aspects of the health, dental, and international medical plan
  • Perform health plan opts out in September/January
  • Add dependants to the health and dental plan
  • Make necessary changes to medical insurance lists throughout the year in conjunction with PBAS and the UPEI Accounting Office
  • Answer student inquiries about the Insurance Plan
  • Liaison with several groups such as but not limited to the UPEI Accounting Office, PBAS, UPEI Health Centre, Maritime Christian College, UPEI Post Doc�s
  • Oversee coverage addendums for students who have made requests

    Payroll

  • Obtaining employee information, tax forms, and direct deposit information
  • Maintaining employee payroll files and update as required, including Record of Employments� as needed and in accordance to Service Canada
  • Update pay schedules each year as per SU budget
  • Ensuring employee tax information is correct
  • Performing bi-weekly direct deposit payroll

    Accounts Payable

  • Post and upload direct deposit for vendors set up for direct deposit

    Other Accounting Duties

  • Reconcile the monthly UPEI Statement and submit payment
  • Reconcile all SU Visas monthly and submit payment
  • Develop, submit, print and amend T4�s for employees and CRA
  • In conjunction with the General Manager responsible for maintaining all cash on hand at the Upeisu.
  • Prepare and reconcile floats as per request from The Fox & Crow or Executive

    Deposits

  • Gather daily deposits from The Fox & Crow
  • Reconcile and file deposits including match Clover receipts, match Point Of Sales info with submitted deposit info, and match and count cash
  • Prepare bank deposit for General Manager

    Other

  • Supervisor the Administrative Assistant
  • Sit on various committees as required
  • Assist in the UPEI Annual Awards Banquet
  • Assist Executive and other Full Time staff as needed
  • Assist Vice President Finance & Administration and Vice President Student Life with services when needed
  • Manage with passion, integrity, and knowledge while promoting the culture and values of the UPEI Student Union.
  • Participate in Campus Trust Committee�s
  • Attend Conference as required
  • Other duties as required

    Job Specifications

  • Minimum College Diploma or University Degree
  • Excellent organizational and interpersonal skills
  • Experience with Payroll
  • Experience with Medical & Dental Insurance Plan
  • Ability to work in a fast-paced environment
  • Knowledge of University and it�s inner workings
  • Strong desire to work with youth leaders

    Benefits

    � Health & Dental Insurance

    � Health Spending Allowance

    � Life Insurance

    � Accidental Death & Dismemberment Insurance

    � Long Term Disability

    � Sick Leave

    � Vacation

    � Cell phone allowance

    � Ability to attend conference as approved by the budget

    Deadline for application is 4:00 pm on November 25th, 2022. To express interest in this role, please direct your cover letter and resume in confidence to:

    � Only applicants that have completed the application requirement will be considered for the position. Only those selected for an interview will be contacted.

    Job Type: Full-time

    Salary: $27.00-$30.00 per hour

    Benefits:
  • Dental care
  • Extended health care
  • On-site parking
  • RRSP match
  • Vision care
    Schedule:
  • Day shift
  • Monday to Friday

    Work Location: One deadline: 2022-11-25

    • Example 5

    We are a Japanese-style restaurant specializing in Japanese cuisine. We are looking for an Administrative Manager for our restaurant located at 153 Bank St, Ottawa, ON K1P 5N7.

    Terms of Employment:
    -$46.15/Hour, 30 Hours/Week
    - Permanent, Full Time
    - Language: English
    Requirements:
    - Organized, Team player, Goal-oriented, Efficient interpersonal skills
    - College/CEGEP
    - Ability to supervise 3-4 people
    - 5 years or more of related work experience

    Specific Skills:
    Direct and advise staff engaged in providing records management, security, finance, purchasing, human resources or other administrative services, Direct and control corporate governance and regulatory compliance procedures within establish, Interview, hire and provide training for staff, Plan, administer and control budgets for client projects, contracts, equipment and supplies, Plan, organize, direct, control and evaluate the operations of a department providing a single administrative service or several administrative services, Prepare reports and briefs for management committees evaluating administrative services

    Job Type: Full-time

    Salary: $46.15 per hour shift

    Example 6

    The Armour Group Limited is one of the leading construction and development companies in Atlantic Canada. With its dedicated team of professionals, The Armour Group Limited continues a proud history of creating a sense of place in Nova Scotia � carefully designing, developing, constructing and operating some of our region�s most iconic buildings. With more than 45 years of history in our region, this family owned firm remains committed to a principled approach to development, ensuring that our buildings are environmentally sustainable and integrated into the communities they serve. If you share our values and would like to work with a skilled professional team, Armour is presently seeking an Office Manager to join our growing team in Halifax, Nova Scotia location.

    The Office Manager will lead a team of professionals to complete a range of administrative duties across different departments. The Office Manager is responsible for providing comprehensive administrative support and effectively coordinating the day-to-day operation of the office.

    The Manager will bring exceptional organizational skills to support this team within our downtown Halifax location. As the ideal candidate you have 5 years� experience in a professional setting supporting multiple team members, and a minimum 1 year's experience supervising others. Familiarity with legal terminology and previous experience supporting a legal department and is preferred.

    Your experience is complemented by strong business acumen, excellent communication and customer service skills, and exemplary attention to detail. You will ensure the confidentiality of the files that you work on and possess the highest level of personal integrity. Advanced skills in the Microsoft Office suite is considered an asset.

    In this role you will be supported in your learning and growth. You will have the opportunity to be an important member of a strong and dynamic team and be exposed to diverse business issues.

    The Armour Group Limited is a family business valuing a commitment to excellence, high performance, accountability, integrity, and teamwork. We are looking for diligent people to join our team who share our values, work ethic and passion for building community.

    We offer RRSP�s, extended health benefits, and a bonus potential. Please submit your resume and cover letter, including your anticipated compensation in your cover letter.

    The Armour Group Limited is an equal opportunity employer. While we thank all applicants only those selected for an interview will be contacted.

    Job Type: Full-time

    Additional pay:
  • Bonus pay
    Benefits:
  • Dental care
  • Employee assistance program
  • Extended health care
  • Paid time off
  • RRSP match
  • Vision hour shift

    • Example 7

    Key-Move Realty Ltd. is a family business with special emphasis on the service and satisfaction of our clients. The company is a full MLS real estate brokerage and strives to provide the highest standard of service with integrity and commitment and to make a positive contribution to the lives of our clients and our community. We are committed to provide a professional, enjoyable, and collaborative environment for all employees at Key-Move Realty.

    At Key-Move Realty you will work closely with the team of realtors to carry out various tasks related to the Real Estate business. As an Administrative Manager for Key-Move Realty you will get the chance to participate in general accounting, administration, and daily office tasks as well as collaborative and creative marketing, advertising and promotional projects.

    List of Main Responsibilities

    Listings & Deals Management

  • Manage listing & closings, and transactional paperwork
  • Prepare Brokerage files, including listings, deals files, deposits received
  • Reviewing and checking for deficiencies in all listings, deals and closing paperwork
  • Create feature sheets and other promotional material such as social media posts
  • Manage the transactions of a property by depositing or issuing cheques
  • Ensure deals are pushed through in a timely manner
  • Manage client database and other databases or ledgers

    Administrative Support

  • Manage utilities, rent, and other requirements for the maintenance of the building
  • Pay bills, deposit cheques, reconcile bank statements
  • Process commission cheques for agents, other brokers, and lawyers, and biweekly payroll
  • Processing on-boarding paperwork for new agents
  • Track licensing and renewals, support agents with their license renewals

    Office Management

  • Manage email
  • Organize and maintain filing systems archives and electronic files
  • Ensure office equipment is running smoothly
  • Order office supplies and manage inventory

    List of Key Qualifications

  • Friendly and approachable personality
  • Reliable, dependable and punctual
  • Client/Agent centric attitude
  • Excellent verbal and written communication skills
  • Highly motivated and proactive
  • Exceptional organizational and management abilities
  • A self-starter who takes initiative and anticipates needs
  • Highly organized and able to multi-task in order to manage diverse workloads
  • Ability to work independently or in a team environment, with limited guidance
  • Able to be flexible and adapt to a fast-paced working environment
  • Proficient in technology including but not limited to managing office website, navigating the MLS database, Microsoft Word, Excel, and general website and social media servicing
  • Experience with accounting systems such as Sage Accounting
  • Post-secondary education is considered an asset
  • Experience in the real estate industry is considered an asset
  • Experience with marketing and advertising is considered an asset 1+ year of office administrative and accounting experience or experience in an equivalent field

    Please provide the following information

  • Resume
  • A list of any Qualifications
  • 2-3 References
  • Please submit a 2 minute video telling us why you would be an asset to our team.

    Job Type: Part-time
    Part-time hours: 12-15 per week

    Salary: $18.00-$22.00 per hour

    Schedule:
  • Day shift
  • Monday to Friday

    Application question(s):
  • Are you able to work efficiently independently or as a team?
  • Do you have a method of transportation that will allow you to run errands such as pick up office supplies or deposit cheques?

    Experience:
  • Administrative: 1 year (preferred)
  • Microsoft products: 1 year (preferred)
  • sage/quickbooks: 1 year (preferred)
  • navigating various websites and computer applications: 1 year (preferred)

    Shift Shift (preferred)

    • Example 8

    Financial and Administrative Manager:

    JOB Duties
  • Direct and coordinate the financial and administrative support activities of the company;
  • Year-round financial duties of payroll, insurance, benefit plan, financial statements, management of accounts receivable and payable, PST/GST returns, reconciliation, financial reports, budget planning and operation, inventory management;
  • Prepare monthly, quarterly, and annual financial reports and statements;
  • Support the team in negotiating contracts with suppliers and corporate clients, ensuring compliance with contractual obligations and internal controls;
  • Oversee and support the administrative duties, data and records management, as well as the filing system and contribute to the development and optimization of administrative processes and work practice;
  • Organize and maintain a safe, clean and professional work environment by communicating with the building manager and other venders;
  • Assist in developing, documenting, and implementing internal controls; assist in identifying inefficiencies and revamping processes.

    ????:??

    ??: $48,000.00?$58,000.00(?? )

    Ability to BC V6V 1V3: reliably commute or plan to relocate before starting work (required)

    • What does an Administrative Manager do?

    An Administrative Manager oversees the daily administrative operations within a company. Generally, an Administrative Manager will manage the hiring, training and well-being of a team of Administrative Clerks. Additionally, the Administrative Manager makes sure that essential supplies are replaced and ordered when necessary. Often, an Administrative Manager will work with the maintenance staff of a building to make sure everything is running smoothly and maintained. This also includes ensuring the office health and safety standards are kept up-to-date. Some Administrative Managers are responsible for preparing reports and briefs regarding administrative procedures for management meetings.

    Administrative Manager skills and qualifications

    A successful Administrative Manager will have various prerequisite skills and qualifications required for the duties of this job, including: 

    • Ability to work in fast-paced environments
    • Ability to manage project details and project management skills
    • Excellent conflict management resolution and problem-solving skills
    • Ability to prioritize tasks
    • Excellent interpersonal and communication skills, both verbal and written
    • Excellent relationship management skills and emotional intelligence
    • Ability to work collaboratively and effectively with team members at all levels
    • Knowledge of basic computer software programs

    Administrative Manager experience requirements

    Many positions require Administrative Managers to have previous experience to be considered for the position. In most cases, two to three years in a similar position is considered sufficient. An Administrative Manager should have prior experience working as an Administrative Clerk, Executive Assistant, or Administrative Assistant. While previous management experience is typically preferred for this position, it is not always necessary.

    Administrative Manager training and education requirements

    Most positions will require a job applicant with a bachelor’s degree in business administration or a related discipline. A four-year college degree in a related field may also be considered for this position. Some Administrative Managers will also possess additional certification for working in specific industries such as the Chartered Securities and Administrators (ACIS), Fellow of the Institute of Chartered Securities and Administrators (FCIS) or a Professional Administrator designation. Additionally, some Administrative Managers may be required to have a Canadian Health Information Management Association certification when working in healthcare.

    Administrative Manager salary expectations

    According to Indeed Salaries, the average salary for an Administrative Manager is $32.82 per hour. This can vary depending on experience, location, or the company that is hiring.

    Job description samples for similar positions

    If an Administrative Manager is not what you are looking for, other related job descriptions include: 

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    Administrative Manager job description FAQs

    What is the difference between an Administrative Assistant and an Administrative Manager?

    In most organizations, an Administrative Assistant will report to an Administrative Manager. The Administrative Manager is responsible for creating administrative procedures and would then handle the implementation of said procedures. An Administrative Manager will also hire and train Administrative Assistants within an organization. By contrast, an Administrative Assistant will be responsible for day-to-day administrative activities such as answering phones, taking notes, or scheduling appointments.

    Do Administrative Managers have different responsibilities in different industries?

    Typically the main responsibilities of an Administrative Manager remain the same in different industries. There are some cases where these could change, such as the responsibilities being required from those in the healthcare industry or public sector. When Administrative Manager duties differ from regular requirements, additional training may be required.

    What should you look for in an Administrative Manager resume?

    A good Administrative Manager resume will have some kind of management experience. Management experience could come from volunteer experience, such as coaching a sports team or managing a volunteer program. Successful Administrative Manager candidates also have experience working with basic computer programs and may posses training certifications. It may help to look for an Administrative Manager with experience in a similar industry.

    How can you make your Administrative Manager job description stand out?

    The best way to make an Administrative Manager job description stand out is to include the expected salary. A job description could also include how many staff members the applicant will be responsible for and what their day-to-day activities would be.  

    Job Description Examples

    Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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