How to become An Administrative Manager

• Head Administrator
• Office Manager
• Administration Manager
• Operations Manager

What do Administrative Managers do?

An Administrative Manager would typically need to:

• Plan and coordinate administrative procedures to ensure smooth, secure, efficient and productive enterprise operations; enable companies to achieve objectives while complying with policies, procedures, protocols and legislation 
• Identify and make use of opportunities to enhance company activities and streamline administrative processes 
• Pay attention to the major and minor operational details of the company so as not to miss anything critical that needs attention
• Supervise and lead the administrative department and support team of office clerks, assistants and secretaries in their diverse day-to-day activities across the company
• Carry out facilities management, including housekeeping, renovation of the premises, maintenance and repairs of buildings, plants, equipment and safety devices, and arranging for electricians, plumbers and other technicians
• Ensure security, cafeteria and transport services run efficiently and according to legislation and company guidelines
• Monitor the inventory of office supplies and stationery; purchase replenishments or new materials according to the budget; ensure the adequate and timely delivery of resources
• Schedule and organise meetings, presentations, conferences, interviews, induction & training sessions, performance appraisals, company functions and promotional events, meeting budgets and deadlines
• Assess and project staffing needs; recruit, train and evaluate admin staff; take disciplinary action as needed; delegate tasks to administrative assistants and manage their schedules and workloads to ensure optimal efficiency and output
• Promote and ensure compliance with the company’s equality and diversity policy
• Help the enterprise cover for staff absences or workload peaks by using temping agencies as required
• Maintain online and paper filing systems to collect, store and retrieve information safely, promptly and efficiently
• Carry out clerical accounting tasks to support the finance department; oversee admin department budgeting; assist other managers in budget development and reporting by monitoring costs and expenses; process payroll and other payments
• Review current administrative systems; create strategies to simplify and improve operations and administrative systems; maintain manuals of policies and procedures
• Review and revise health & safety guidelines and ensure adherence to them
• Use office and other relevant software and tools, such as databases and spreadsheets, to improve the efficiency of admin work, abiding by data protection laws and company policy
• Organise, chair, or participate in admin department meetings; draft the agenda and take minutes, depending on the seniority of their position; inform team members of their role in meetings or projects and how to prep for it
• Draft and review operational reports and create presentations for senior executives
• Foster and maintain inter-department and cross-functional coordination to achieve organisational objectives
• Initiate and oversee special projects, tracking progress towards achieving targets
• Maintain clear, correct and timely information flows internally and externally
• Respond to customer queries and complaints via phone, email or in person
• Take steps to ensure the company’s environmental responsibilities by organising reduce, reuse and recycle campaigns and implementing energy-saving systems and procedures
• Manage the social media for the organisation
• Stay current with new legislation, organisational developments, business and industry trends, and relevant technological developments

Administrative Managers typically work on site in business and government offices, whether individual or open-plan and shared with a team. Your role may be combined with another office-based role, such as an HR/finance/marketing assistant, or be a specialised one, depending on organisational size and structure. While working from home may be possible to some extent, Administrative Managers must frequently be present on site.

Although travel is less frequent in this role than in other managerial positions, you may occasionally be required to inspect other sites or branch offices that belong to your company or attend training courses or conferences.

Administrative Managers typically work full time, although part-time work and job sharing may be possible. While 35 hours a week is typical, you may sometimes put in more than 40 hours due to occasional overtime work. Early starts and long days are characteristic of busy periods. Facilities management work may require you to tackle emergencies at any hour. Meetings or project work may also require you to put in additional time.

Research suggests that flexible hours and generous telework policies appeal more than salary to the younger generation. There has been an incremental increase in employers willing to give promising employees a chance to adjust their schedules per the job demands.

Finding a new job might seem challenging. Administrative Managers can boost their job search by asking their network for referrals, contacting companies directly, using job search platforms, going to job fairs, leveraging social media, and inquiring at staffing agencies.

Administrative Managers are generally employed by:

• Manufacturing & Engineering Firms
• Service Providers
• Large Corporate Firms
• Small Businesses
• Financial Firms
• Legal Firms
• Building & Construction Companies
• Healthcare Facilities
• Educational Institutions
• Government Agencies
• Public Utilities 
• Charities & Social Work Organisations
• Entertainment, Creative, Media & Leisure Companies
• Transport Companies
• Distributors, Wholesalers & Retailers
• Hotels & Resorts
• Security Services

Professional associations and organisations, such as the International Facility Management Association (IFMA), are crucial for Administrative Managers interested in pursuing professional development or connecting with like-minded professionals in their industry or occupation.

Professional associations provide members with various continuing education avenues, networking opportunities, and mentorship services. Membership in one or more adds value to your resume while bolstering your credentials and qualifications.

• Establishing efficient communication as each team member has a unique personality, and there is occasionally a risk of misunderstanding
• The pressure to deliver results even at the start of their role and constantly ensure that departmental operations run smoothly as does the organisation
• Managing time as they must oversee team members while carrying out their other duties and meeting targets
• Delays in decision-making by higher management impeding the timely execution of projects and their progress
• Communicating courteously at all times and dealing with difficult team members or colleagues
• Knowing how to handle any problems before they become significant difficulties appropriately
• Providing stability during turbulent times, especially due to the uncertainty caused by potential redundancies
• Striking a balance between putting up exceptional performance and caring for your well-being and that of your team
• Staying aware of changes in legislation; ensuring compliance with regulations, culture compliance, conduct compliance and data security
• Keeping pace with rapid technological developments

Any academic program that a potential Administrative Manager takes up typically requires a period of supervised experience, such as an internship. Adminstrative Managers will benefit from tasks outside the classroom that line up perfectly with lessons inside it. One may hear countless stories from more experienced professionals and obtain valuable hands-on experience when they turn seemingly routine incidents into unique learning moments.

While studying, you can acquire leadership skills through extracurricular projects or leading a team of volunteers. Summer internships, part-time work at an entry-level position, or short-term paid/voluntary work offer a taste of the career, give valuable insight into how a company or institution operates, help build useful contacts, and improve one’s prospects of getting a permanent job.  

The experience may also help determine whether the public, private, or voluntary sector is best suited to realise one’s ambitions. Your educational provider’s career service department can provide information about viable opportunities for work placements, internships and voluntary work in diverse sectors.

After graduation, aspiring Administrative Managers must typically acquire about three years of relevant work experience in administrative or other roles that demonstrate managerial, leadership and teamwork skills. If facilities management is the primary focus of your job description, you must hold expertise in business operations, building maintenance and project management. Some employers may allow experience in relevant leadership roles to substitute for a degree. 

Even while in high school, you can check with a teacher or counsellor about relevant work-based learning opportunities available in your school or community that can help you connect your school experiences with real-life work.

Join some groups, try some hobbies, or volunteer with an organisation that is of interest, so you can have fun while learning about yourself and be directed toward a future career. 

Read about the profession and interview or job shadow experts working as Adminstrative Managers to prove your commitment to course providers and prospective employers.

Aspiring Administrative Managers typically require a minimum of a bachelor’s degree. However, candidates with only a high school diploma or equivalent can sometimes advance to managerial positions, provided they can compensate for the lack of a degree with experience in a technical or facilities management role demonstrating leadership and teamwork. 

While you may major in any subject, it is advisable to pursue your bachelor’s degree in business administration or management, facilities management, human resources management, information technology (IT) or public administration. Coursework in accounting, administrative & personnel management, and data processing at the college level is beneficial. People who cannot attend college may take advantage of diverse home-study courses.

Remember that completing a particular academic course does not guarantee entry into the profession. Be that as it may, professional qualifications and transferable skills may open up more than one door.

Do your homework and look into all available options for education and employment before enrolling in a specific programme. Reliable sources that help you make an educated decision include associations and employers in your field.

A combination of education, experience, and testing is generally required to gain certification, though requirements differ from region to region. When acquired from an objective and reputed organisation, it can help you stand out in a competitive job market, carry a significant salary premium of up to 18 per cent, increase your chances of advancement, and become an independent consultant. Successful certification programs protect public welfare by incorporating a Code of Ethics.

Although Administrative Managers do not require certification or licences in most circumstances, some useful credentials include the Microsoft Office Specialist Certification (MOS). Several professional bodies offer relevant certifications, such as the Certified Administrative Professional (CAP) provided by the International Association of Administrative Professionals (IAAP) and the Certified Associate in Project Management (CAPM) offered by the International Association of Administrative Professionals (IIAP). 

You may also acquire the HR Certified Professional (IPMA-CP) provided by the International Public Management Association for Human Resources (IPMA-HR), which is currently transitioning to becoming the Public Sector HR Association (PSHRA).

Other professional bodies that offer relevant certifications for Administrative Managers include the International Facility Management Association (IFMA), which focuses on credentials in facility management, and the Institute of Certified Records Managers (ICRM) for those responsible for managing records and information relevant to the company, and ARMA International for those specialising in information governance.

Performance, experience, and the acquisition of professional qualifications drive career progression. Employees with consistently high levels of performance may be eligible for promotion every two to three years. 

Administrative Managers typically begin as assistants and advance to higher positions of supervisory responsibility, managing large numbers of personnel. With adequate experience, you may rise to senior management roles in your company and even become Head of the Administrative Department.

In some organisations, Administration Managers may rise to fill the role of Chief of Staff, supporting senior executives in organisational decision-making, overseeing project management, and leading the functions of administration and personnel management.

If you earn specialised qualifications, such as in finance, human resources or strategic development, you may be assigned to lead a team or department with more staff and greater responsibilities. For example, you may progress to leading a financial team or even managing the entire finance department.

Some Administration Managers start their own businesses. Their diverse skills and multifaceted experience equip them to enter any of several fields. They may also work as Management Consultants for various organisations.

The desire to accelerate career growth and personal development has an increasing number of millennials choosing to job hop and build a scattershot resume that showcases ambition, motivation, and the desire to learn a broad range of skills.

Studies prove that job hopping, earlier dismissed as “flaky” behaviour, can lead to greater job fulfilment. Employees searching for a positive culture and interesting work are willing to try out various roles and workplaces and learn valuable, transferable skills along the way.

Candidates with the necessary IT and leadership skills, experience in facilities management or technical roles, and financial management or business administration qualifications have the best job prospects.

Continuing professional development (CPD) will help an active Administrative Manager build personal skills and proficiency through work-based learning, a professional activity, 

formal education, or self-directed learning. It allows you to continually upskill regardless of age, job, or level of knowledge.

To begin with, you may receive on-the-job training through formal management trainee programs, spending the allotted training time in each of the company’s departments to learn how they function. You will typically be surprised by experienced managers and learn about the company’s policies, procedures, databases and content management systems.

Further training may be conducted in-house in larger enterprises or outsourced to external companies. Administrative Managers may benefit from training courses in team management & leadership, recruitment & selection, performance appraisals, marketing, stress management, time management, and legislation concerning equality & diversity and health & safety.

In smaller organisations, you may need to take the initiative and determine your continuous professional development (CPD) requirements. Funding from your employer will depend on the company’s training budget.  

The external training courses or conferences you attend can help you build a network of professionals who may propose the next useful course for you to take, refer you for a new job, or help you find the right vendor for your company’s requirements.

Membership in professional societies gives you access to the most recent news, events, and training discounts. It allows you to expand your network with Administrative Managers and staff in other organisations. The professional body may also provide a range of qualifications and certifications that can help you progress to higher management roles in office administration.

If you do not hold higher qualifications in administration, you may undertake continuing education (CE) by studying for a diploma or associate or bachelor’s degree in business, administration, human resource management or a related area. You may also undertake advanced qualifications, such as a Master of Business Administration (MBA).

The Administrative (Admin) Department

Although it does not revolve around a specialised function, such as finance, marketing or production, the admin department in any enterprise is its backbone, the thread that holds all departments together, and the oil that keeps business operations running smoothly.  

The administrative team typically carries out diverse tasks. In smaller organisations, a few individuals may carry out all the work. In comparison, the admin department in larger organisations may delegate specialised tasks to its team members to keep the division of labour clear and boost productivity. 

However, there are bound to be both overlaps and significant differences in administrative functions as work proceeds, depending on the nature of the business and the type and ethos of the enterprise.

• Facility management spans the entire workplace and aims to keep the built environment and its infrastructure in prime condition, from the parking lot and gardens to the office cabins and executive suites, ensuring they remain functional, efficient, safe, clean and comfortable, following sustainable practices. The various aspects of facility management help workflows run without a hitch.
  Tasks include directing the housekeeping department to ensure a hazard-free and hygienic workplace, the security department to safeguard people and property, and the canteen facilities to provide clean food and water. Other critical tasks include ensuring the availability of supplies across the enterprise, checking equipment functioning, scheduling maintenance, safety and repairs, and ensuring the proper working of the cooling/heating systems.
  
  
• Planning & scheduling tasks comprise setting up meetings, presentations and appointments after checking the availability of proposed attendees, organising company functions for the employees or promotional events for the public, budgeting expenses, and informing people about the purpose, timings, venue, duration and other details of the event. 
• Basic book-keeping tasks resemble those in the finance department but are more straightforward and aim to support the finance team. They typically include tracking employee attendance and conveying it to the finance department, keeping records of money to be paid and received, remitting bills and cross-checking the accuracy of accounts with finance professionals. While an accounting or finance degree is not mandatory to carry out such work, numeracy skills, attention to detail, and basic knowledge of accounting principles are handy.
  
  
• Documentation & organising records include recording or documenting critical operational details, such as bills paid and receipts, employee attendance and performance records, agreements and minutes of meetings, and distributing them into appropriate categories and files, electronically or on paper so that they are safely stored and easily accessible when needed. Records and documents are vital in internal inspections, accounts and disputes. They are also required for external audits/inspections.
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  Communication tasks are indispensable to facilitating smooth organisational operations and focus on the correct and timely flow of information internally to employees and externally to various stakeholders. Duties include responding to phone calls and emails, circulating documents and notices to concerned staff and departments and creating agendas and presentations. Officials carrying out communication-related work are often the voice of the organisation and may speak on behalf of top executives under their guidance.

Administrative Manager vs Administrative Director

Administrative Managers assist entry-level staff with understanding and implementing a company’s administrative procedures and policies and resolving any issues they face. They play a significant role in personnel management and are frequently responsible for recruiting administrative staff and developing training programs. 

Administrative directors are placed higher in an organisation and are responsible for directing goal-setting for the administrative team and developing enterprise initiatives. They also monitor the performance and conduct of Administrative Managers who are responsible to implement the initiatives, train personnel and report to the directors on their experiences and successes.

Current Scenario

The employment outlook of a particular profession may be impacted by diverse factors, such as the time of year (for seasonal jobs), location, employment turnover (when people leave current jobs), occupational growth (when new roles are created), size of the occupation, and industry-specific trends and events that affect overall employment. Managers with wide-ranging knowledge and abilities will likely be in higher demand than specialists in one or two activities.

LED lighting can help reduce energy consumption by 75% compared with incandescent lighting. Sensors in occasionally used office spaces, such as conference rooms and restrooms, are also helpful.

Exceptional Administrative Managers optimise the available resources to help fulfil organisational objectives, enabling their companies to operate "lean and mean”. As multitasking professionals, they must often switch roles within the hour or during the day, ranging from leading an initiative to resolving a contingency. They must make well-considered compromises and balance their organisation’s current and future needs, capabilities and goals while ensuring daily operations run smoothly.

Hone your skills with office and other relevant software to handle complex IT tasks. Sharpen your communication skills to liaise between departments or represent your company to customers. Mind your tone, grammar and etiquette at all times and listen attentively.

Foresight to anticipate business needs, proactive steps to fulfil them working independently, and resourcefulness in tackling unanticipated challenges make you an asset to your company. Prioritise work and manage time well to meet deadlines.