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.
What to Include in Your Administrative Manager Job Description
Before you start hammering out official drafts of an Administrative Manager job description, think about a few things. For example, how should you include salary information (or should you include it at all?) How do you deploy keywords to generate interest? Which job requirements should you prioritize? Here are a few guidelines to help as you write.
• Title & Summary – Always include “stepping stones” in your job description titles. For example, if you are posting for an assistant administrative manager, include “assistant” in the job title. Likewise if you’re hiring for a senior administrative manager or an interim administrative manager. However, follow the standards your business and industry have established when you write job titles. After you’ve written the job title, it’s time to write a summary that gives an idea of the job’s critical responsibilities as well as the reason the position exists. Keep the summary short and sweet, at no more than three sentences.
• Responsibilities – List five to 10 responsibilities that your administrative manager will be expected to fulfill, and start each responsibility with an action verb. For example, “Recruits, selects and trains administrative and support staff team members.” Be straightforward about these tasks; it’s a good idea to include how much time your administrative manager can expect to spend on each.
• Company Information – Any job description should detail the culture of the business. For example, is it laid-back? Does it prize innovation or giving clients a traditional, old-fashioned experience? Potential job candidates use this section to assess if they are a good fit for your business and if they would want to work there.
• SEO – You’re probably posting your job description on your business website, at least. To attract qualified and relevant candidates searching on Google, Yahoo and other engines, use appropriate keywords for SEO.
• Call to Action – Create a sense of urgency by inserting a call to action that encourages applicants to apply “now” or “today.” Use the call to action to explain what they need to do to apply (click a link for an online application, for instance, or email their resume and cover letter).
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Writing Your Administrative Manager Job Description: Dos and Don’ts
Your work is not quite finished after you write an Administrative Manager job description. You must proofread, have other proofread, and check that you’ve followed a few dos and don’ts.
• Do make the job description mobile friendly. At the very least, test how it displays on different smartphone and tablet screens.
• Don’t force keywords. They should occur organically. You don’t want to turn off potential applicants by making them think you cannot communicate well.
• Do explain where the job is. The more information you’re willing to provide, the better. For example, give your company name and address of the job. Include any telecommuting options as well.
• Do describe what is unique about your company and why people like to work there.
• Do include soft skills as well as hard skills.
• Do list details on to whom the administrative manager reports and supervises.
• Do discuss compensation packages if they are a selling point and if their inclusion is encouraged under company policy.
When you write a clear and accurate Administrative Manager job description, you increase your chances of attracting competent applicants. And because this manager position is so critical, you certainly do not want to skimp in this area.