Many factors go into hiring the right candidate for your company, but finding the ideal individual starts with a well-written job description. For one thing, a clear job description saves you the time of having to go through hundreds of applications from unqualified or confused candidates. It should also help you attract top-notch talent. Take the time to polish your Administrative Manager job description sample, and you’re in excellent position.
Administrative Manager Job Description Sample
To help you craft the best job description possible, we have an Administrative Manager job description sample below.
Administrative Manager Job Summary
You will supervise our support operations to ensure the proper and effective flow of information and resources. You work with entry-level employees and senior managers alike, and you are often a bridge between our clients and suppliers and our managers. You’ll report directly to the owner of the business.
Administrative Manager Job Responsibilities and Duties:
- Recruit, hire, orient and train new administrative employees; design employee schedules and fill in as necessary for absent administrative employees
- Collaborate on an atmosphere of fun and encouragement; identify ways in which administrative employees can better serve the company and clients
- Communicate expectations to administrative employees, and follow up by monitoring job performance
- Mentor, coach and correct administrative employees as necessary
- Liaise with clients and suppliers, connecting them with the appropriate managers
- Set goals for the administrative department, implement administrative systems, and develop departmental budgets
- Pinpoint where supplies are needed in various areas of the company (for example in reception, the mailroom and the kitchen)
- Coordinate the purchase of supplies, equipment and forms, and approve invoices
- Collaborate with employees as necessary on special projects
Administrative Manager Skills and Qualifications
- Bachelor’s degree
- 2 years of experience supervising a staff of 10+ preferred
- Prior experience in administrative jobs
- Basic knowledge of accounting
- Focused on improving efficiency without sacrificing customer service and quality
- Leadership skills that include employee motivation
- Sense of humor and ability to gracefully handle stress
- Keen eye for detail (we want people who notice that a client has a fantastic new shirt, for example)
- Ability to laugh at yourself and to learn from your mistakes
QPT Accounting Services was founded in 2000 with an eye toward providing clients with top-notch accounting support. We want to make life easier for our clients by drawing up accurate and stress-free reports, and we believe that humor goes a long way. (Tell us your favorite accountant joke in your cover letter!) We have 100 full-time accountants on staff and 13 administrative support members at our location in Hartford, CT.
Administrative Manager Job Responsibilities
To attract a good candidate to fill your position, you must write a clear and convincing administrative manager job description. An essential part of the description is the list of administrative manager job responsibilities. Spell out each duty clearly to give applicants a strong idea of what this job entails. A well-written job responsibilities section makes it clear what the job requires so an applicant can accurately assess if he or she wants to apply.
While this is the meatiest part of your administrative manager job description, ensure it isn’t overwhelming. Listing too much can make it seem like the job is too demanding. You do not want to stress out an applicant before he or she even sends you a resume. Stick with about 6-8 points outlining the most important job tasks. You can leave out routine things, but you may want to include any unique tasks or important responsibilities to make the job more enticing.
Here is an example of what you could write:
- Hires and trains administrative staff
- Maintains office supplies through controlling inventory and placing orders when needed
- Manages communications between department staff and other departments
- Conducts regular meetings to update staff, hand out assignments and arrange special projects
- Updates and creates procedures and policies for department
Administrative Manager Job Specifications
When applying for a job, an applicant looks to the qualifications and skills section of an administrative manager job description for the job requirements. As the employer, it is your duty to provide a comprehensive list of the administrative manager job specifications you require an applicant to possess. Through communicating clearly what you expect, you better allow applicants to ensure they fit the requirements. This leads to only those who are a good fit applying for the position, saving you time and energy because you won’t have to weed through the resumes from unqualified applicants.
As you work on this section of the administrative manager job description, keep in mind you want to stress the most important qualifications and skills first. If some are preferred and not required, make sure to note that or to put them in a separate list. Your list needs to talk about what education, skills and experience an applicant should have to apply. Be as specific as possible, and use bullets to keep it easy to read.
The following is an example of how a qualifications and skills section may look:
- Expertise in Microsoft Office
- Experience in project management
- Superior customer service skills
- Experience managing others
- Bachelor’s degree in business preferred