ADMINISTRATION SUPERVISOR JOB DESCRIPTION

Supervising office administration sounds straightforward. In practice, when process gaps go unaddressed, purchase orders pile up unreconciled, staff coverage collapses during absences, and the operational rhythm on which an entire branch depends quietly breaks down. The Administration Supervisor answers that failure by owning the procedural framework that keeps daily operations consistent, auditable, and staffed. Spanning invoice management, process documentation, onsite coverage planning, and team development, this role serves branch managers, internal customers, and cross-functional stakeholders who rely on accurate, timely administrative output.

Onsite coverage planning looks different from the inside, and the day-to-day scope behind the posting lays out what that responsibility involves in practice.

As the Administration Supervisor, you own the operational processes and staffing infrastructure that allow a branch or office to function without interruption, from purchase order accuracy to employee training and onboarding. You work across administrative functions, reporting to branch or field leadership, with direct accountability for team performance, process adherence, and day-to-day service continuity.

Career Impact: Supervisory ownership of branch-level administrative processes builds demonstrated people management and operational governance experience that transfers directly into Office Manager and Operations Manager roles.

Business Impact: When purchase orders are reconciled accurately, and staff coverage gaps are filled proactively, the branch avoids invoice disputes, service delays, and compliance exposure that cost real time and money to untangle.

Growth Opportunity: Exposure to process standardization across multiple office locations develops the cross-site operational fluency that qualifies candidates for Director of Field Administration and regional operations leadership.

• Monitor internal processes and procurement workflows to ensure purchase orders, invoices, and requisitions are accurate and on schedule.
• Manage the operational coverage plan during staff absences, including providing direct onsite administrative support when required.
• Oversee knowledge transfer and onboarding for new administrative staff to ensure process adoption and role alignment across the team.
• Perform routine audits of administrative records, databases, and documentation to identify and resolve discrepancies before they escalate.
• Partner with branch managers and HR to support interviewing, selection, and performance management of administrative personnel.
• Create and maintain comprehensive process documentation in accordance with organizational standards and best practices.
• Respond to internal and external stakeholder queries regarding invoicing, account issues, and general administrative matters.
• Establish and sustain effective working relationships with internal customers, vendors, and external partners to support service continuity.

Invoice reconciliation and stakeholder query handling are duties hiring teams weigh carefully, so knowing how to frame these purchase order duties on a resume gives you an advantage before you apply.

• Bachelor's degree in Business Administration, Management, or a related field, or equivalent work experience.
• 3 or more years of administrative experience in a customer-facing or branch-based environment, with demonstrated supervisory or lead responsibility.
• Proven ability to manage procurement processes, including raising purchase requisitions and reconciling invoices against purchase orders.
• Strong organizational and time management skills, with the ability to handle competing priorities and meet deadlines across multiple workstreams.
• Clear written and verbal communication skills, with experience corresponding with management, staff, and external customers.
• Ability to create, review, and implement administrative procedures, and to recommend process changes based on audit findings or operational feedback.
• Experience supporting staff scheduling, absence coverage planning, and onboarding or training of new team members.

Procurement experience and supervisory depth are assessed differently across organizations, and the qualification bar employers publish shows exactly what they consistently expect.

• Prior experience in real estate, logistics, transport, or another multi-site operational environment with distributed administrative functions.
• Familiarity with process improvement methodologies applied in an office setting, such as documenting and standardizing workflows across locations.
• Experience working with offshore teams, managing remote administrative coordination, or supporting cross-functional transformation projects.
• Demonstrated ability to operate independently across branch locations, including regular travel to satellite offices or service centers.

• Invoice and purchase order accuracy rate, reflecting how often financial documents are reconciled without error or rework.
• Staff coverage fulfillment rate, measuring the percentage of absence periods covered without service disruption to the branch.
• Process documentation completeness, tracking the proportion of active procedures captured and maintained in current form.
• Audit finding resolution rate, measuring how quickly identified discrepancies are corrected and closed within agreed timeframes.
• Onboarding completion rate, reflecting how consistently new administrative staff reach full process proficiency within the target period.
• Typical tools: Office productivity suites (commonly Microsoft 365 or equivalent); document and database management platforms (commonly SharePoint or equivalent).

Metrics like onboarding completion rates and audit resolution timelines connect directly to salary benchmarks and career progression for this role.

• Base Salary Range: $52,000 to $72,000 annually, depending on location and experience
• Bonus: Discretionary performance bonus, typically 5 to 8 percent of base salary
• Equity: Not typically offered at this level in general corporate administration
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by company
• PTO: 10 to 15 days annually, plus standard US public holidays
• Common Perks: Mileage or travel reimbursement for multi-site roles; professional development budget; hybrid scheduling where branch operations permit

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Work authorization in the United States is required for this position. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Candidates requiring reasonable accommodations during the application or interview process should notify the hiring team. Employment offers are contingent on the successful completion of a background check.

Match your purchase order experience to a resume that reaches a hiring manager.

Embedded within the Administrative team, the Administration Supervisor coordinates payroll entry, invoice management, and procurement information to keep daily operations on schedule. Working closely with internal and external customers, this role sustains accurate financial and administrative processes that support reliable service delivery across the organization.

Core Functions

• Lead within the Administrative team
• Coordinate and prepare internal information, including the entry of manual payroll details and time sheets when required
• Regularly monitor internal processes and ensure phases are on schedule
• Responsible for invoicing by ensuring all Purchase Orders have been raised correctly, physical invoices are received with accurate costs, and any outstanding Purchase Orders are followed up
• Respond to customer queries and complaints concerning invoicing or account-related issues
• Support general clerical duties, including filing, faxing, and corresponding with internal and external stakeholders
• Raise purchase requisitions and manage procurement information
• Maintain critical safety databases
• Assist with travel arrangements for staff
• Build and maintain relationships with internal and external customers

Qualifications & Experience

• Previous experience as a senior or lead administrator is critical
• Excellent computer skills with competency in Microsoft Office programs and sound data entry skills
• Excellent written and oral communication skills
• Ability to communicate with management, staff, and customers
• Have a technical aptitude
• A great attitude towards teamwork
• A drive to succeed and maintain focus in a busy environment

Reporting to office leadership, the Administration Supervisor manages day-to-day administrative resource allocation and process monitoring for an Atlanta office, with direct accountability for tracking transformation initiatives and ensuring long-term business continuity. Partnering with cross-functional teams, this role enables operational efficiency and process adoption that support complex, high-priority organizational projects.

Primary Duties

• Manage day-to-day administrative resource allocation and processing, and make recommendations for process change/optimization and resource re-allocation, when needed
• Oversee knowledge transfer management to guarantee proper training and development of new and senior employees to ensure process adoption and alignment
• Perform routine audits and make recommendations when it comes to ensuring the business is running efficiently - when a new process or technology is implemented, it requires continuous monitoring and possible alterations based on feedback
• Employ project management and change management skills to monitor processes to ensure long-term alignment and business continuity
• Assist with tracking project plans/process testing, milestones to action, monitor and track progress, as assigned
• Measure process performance using appropriate tools and techniques
• Report and escalate issues/risks to minimise risks
• Create and maintain comprehensive process documentation using firm standard tools and guidelines
• Follow project/process management discipline, methodology, and best practices

Skills & Qualifications

• Bachelor's degree
• 2-5 years of business immigration experience, including experience running, analysing, and manipulating reports, working with offshore teams, and people management
• Strong project and process management experience, including diagnosing, isolating, designing, resolving, and documenting complex issues, and recommending and implementing strategies to resolve problems
• Experience with the O365 suite of tools, Excel, and SharePoint sites
• Self-motivated, enthusiastic, and a passionate team player with excellent communication, analytical, and strong organisational skills
• Extremely structured with excellent time management skills and the ability to juggle multiple priorities and deadlines
• Capable of strategic thinking and moving strategic plans into action, with attention to detail and multi-tasking skills

Sitting at the intersection of operational administration and team leadership, the Administration Supervisor at Foulger Transport develops and implements administrative processes and procedures to ensure efficient, accurate service delivery at the Norwich site. Operating across filing systems, database management, GDPR compliance, and staff training, this role enables a productive and well-governed administrative department that sustains strong customer service outcomes.

Duties

• Develop and implement general administrative processes and procedures, and ensure they are being adhered to efficiently and effectively to deliver a world-class service
• Supervise the creation of relevant and structured filing systems to establish and maintain an organised department
• Supervise the answering and direction of queries, ensuring accurate information is being provided to guarantee that excellent customer service is being delivered
• Develop any appropriate databases necessary to collate information required and ensure data is being checked and reconciled where appropriate to identify and resolve any discrepancies to ensure 100% accuracy
• Lead the continual development of processes and procedures to improve the efficiency of the department
• Provide leadership and motivation to your team to build an effective and engaged workforce, resulting in improved productivity and sustained customer service levels
• Continually audit the accuracy of information held to ensure standards are being adhered to
• Lead on a training and development programme to ensure you have the right people, in the right roles, at the right time
• Build, grow, and maintain effective working relationships with key stakeholders in the business and promote partnership working to improve operational efficiency
• Monitor all information to ensure it is up to date and held in a secure location to comply with GDPR legislation

Education & Experience

• GCSEs at grade A-C in English Language and Mathematics (or equivalent)
• Relevant administration/business qualifications
• Experience managing and developing a team of employees
• Experience in creating, reviewing, and implementing administration processes and procedures
• Experience delivering administration tasks, preferably in the haulage industry
• Knowledge of working administration principles
• Transport industry knowledge is desirable
• Proficiency in Microsoft Office packages

A key member of the branch team, the Administration Supervisor prepares and distributes correspondence, oversees daily orders and job functions, and manages Purchase Order requests to keep corporate operations running smoothly. Collaborating across stakeholder groups and supporting the Branch Manager as required, this role ensures consistent administrative output and accurate day-to-day operational oversight.

Functions

• Prepare and distribute correspondence and documents
• Design and upkeep of the corporate structure
• Oversee the daily function of orders/jobs
• Raise Purchase Order requests
• Monitor HR Accounts Payable
• Assist the Branch Manager when required
• Engage and build strong relationships with stakeholders
• Perform ad hoc duties as required

Requirements

• Proven experience as an administrative assistant
• Knowledge of Office Management systems, procedures
• Working knowledge of office equipment
• Proficiency in MS Office
• Excellent time management skills, attention to detail, problem-solving skills, and the ability to prioritise work
• Excellent written and verbal communication skills with strong organisational and interpersonal skills
• Sound judgement and informed decision-making
• Ability to analyse results, problem solve, proofread accurately, and manage competing and changing priorities with a strong sense of urgency

Accurate and compliant HR operations depend on the Administration Supervisor, who develops HR planning strategies, administers payroll, interprets employment legislation, and manages the full employee lifecycle from recruitment through disciplinary procedures. Based within the HR and office administration function, this role ensures the organization meets statutory labour and occupational safety requirements while supporting line managers and sustaining well-governed people practices.

Accountabilities

• Develop HR planning strategies with line managers by considering immediate and long-term staff requirements
• Recruit staff by preparing job descriptions and job adverts, and deciding on how best to advertise
• Advise on pay and other issues, including promotion and benefits, while administering payroll and maintaining staff records
• Interpret and advise on employment legislation
• Develop and implement policies on a variety of workplace issues, e.g., disciplinary procedures, absence management, working conditions, performance management, and equal opportunities
• Ensure compliance of the company with statutory government regulations on occupational safety and health standards and the mandated labour regulations
• Listen to grievances and implement disciplinary procedures
• Analyse training needs in conjunction with line managers, plan and deliver training, including staff inductions, and ensure accurate and timely maintenance of training records
• Ensure that all employees are properly recorded in the HR online system and monitor and update it regularly, especially whenever there are organisational changes
• Prepare the notice of personnel action for internal hiring and ensure internal clearances are complied with prior to movement
• Responsible for overall office administration and purchasing functions

Professional Experience

• Bachelor's degree in Psychology, Industrial Relations, or Business Administration
• Experience in managing career development
• Understanding of compensation and benefits
• Working knowledge of employee relations, employee engagement, and recruitment
• Understanding of company labour law
• Proficiency in Microsoft Office and other HR online systems
• Good analytical and problem-solving skills
• Strong people and planning ability
• Effective communication and presentation skills

As the Administration Supervisor, this role oversees a team of US and French patent administrators who process invention disclosures, liaise with prosecution counsel, and facilitate portfolio reviews for InterDigital's intellectual property operations. The Portfolio Administration team relies on this work to maintain data integrity in IP asset management software, uphold prosecution process standards, and support the Director of Portfolio Operations with expert guidance on best practices.

Operational Focus

• Manage a team of US and French patent administrators who process invention disclosures, liaise with internal and external prosecution counsel, and organise and facilitate portfolio reviews
• Be a subject matter expert in patent prosecution administration who can advise the Director of Portfolio Operations regarding best practices to improve existing procedures
• Ensure adherence to established prosecution processes by internal personnel, outside counsel, and vendors
• Ensure data integrity of the company's IP asset management software
• Support the acquisition or sale of patent portfolios
• Work with our annuities provider to ensure timely payments

Experience & Qualifications

• Bachelor's degree, Associate's degree, and/or paralegal certificate preferred
• Experience in patent preparation and prosecution required
• Significant knowledge of US, PCT, and foreign jurisdiction practice
• Experience managing personnel preferred
• Significant experience with patent databases and IP asset management software
• Excellent organisational skills, attention to detail
• Ability to communicate clearly with colleagues in the US and France
• Ability to shift priorities quickly and re-prioritise tasks without compromising deadlines in a dynamic work environment

Fund Administration Supervisor delivers Transaction Management services to clients, reviewing reports, resolving reconciliation breaks, and maintaining HSBC internal control standards under stringent accuracy and timeline requirements. The work directly supports a high-quality client service model by ensuring migrated processes are overseen accurately, audit points are implemented promptly, and operational and technical departments collaborate effectively to resolve issues.

Key Deliverables

• Review and check reports, ensuring that these and all associated tasks are completed to the agreed quality and timescales
• Operate in accordance with departmental procedures, thereby ensuring compliance with PLA, FIM, and group policies on compliance/standards
• Provide on-the-job training to Administrators
• Administer queries from other departments and Business Partners
• Maintain accurate control and oversight over all migrated processes to ensure timely and accurate delivery
• Engage with internal customers through participation in service calls, prompt and accurate reporting of issues, and prompt feedback to ad-hoc queries
• Liaise with operational and technical departments within HSS and external parties to resolve TM problems
• Be the primary team contact point with internal customers, dealing with all day-to-day process-related issues and initiatives in a proactive manner
• Maintain HSBC internal control standards, including the timely implementation of internal and external audit points, together with any issues raised by external regulators

Background & Experience

• Bachelor's degree in Commerce, Finance, or significant progress towards a degree or a professional qualification
• At least 1 year of relevant experience in Fund Administration Services
• Thorough understanding of the Transaction Management Operating Model and operating in accordance with the same
• Excellent business communication, interpersonal, and teamwork skills
• Strong problem-solving, analytical, planning, and time management abilities
• Ability to learn quickly, re-prioritise workloads due to changing circumstances, meet strict deadlines, and lead process improvement ideas
• Flexible to work in shifts if required

Reporting to the Director of Field Administration, the Field Administration Supervisor implements standard operating procedures and new programs across branch offices company-wide, providing on-site administrative coverage and training support for Office Administrators. Partnering with Branch Managers and HR to select and develop qualified branch staff, this role strengthens operational consistency and efficiency across a distributed real estate office network.

Role Responsibilities

• Review standard operating procedures to ensure understanding and adoption
• Implement and on-going execute new programs in branch offices throughout the Company
• Manage the office operational coverage plan during periods of employee absence, which may include providing on-site support during necessary times
• Collaborate with the Director of Field Administration to identify opportunities to increase efficiency at the branch level through office standardisation
• Identify areas that may need modification and/or expansion
• Partner with Branch Managers in managing the performance of branch employees
• Supervise 1+ direct reports and/or assist with other projects as assigned
• Assist HR and/or the Branch Manager with the interviewing and selection of qualified branch staff
• Provide technical and operations support on systems such as HomeBase, Trident, Trust, and Advertising
• Perform 80% of job responsibilities each week in the Branch Offices in the area

Knowledge, Skills & Abilities

• 3-5 years of administrative experience in a customer-centric business environment, including experience supervising and training others
• Prior real estate office experience preferred
• Proficiency in Microsoft Office Suite and other computer programs/systems, including scanning/uploading documents and online forms
• Strong written and verbal communication skills with the ability to communicate at all levels and build strong relationships with internal and external customers
• Creative problem-solving skills
• Ability to multi-task, prioritise, work independently and collaboratively
• Fflexible with changing business needs
• Ability to travel regularly to Branch Offices and/or service centres in the region

The Administration Supervisor leads day-to-day HR administration services for Europe, owning end-to-end project management and driving the implementation of a Shared Services Model across the region. Working with internal and external stakeholders, including auditors and third-party service providers, this role builds scalable HR operations that improve efficiency and sustain high service levels across international teams.

Key Responsibilities

• Support the strategy and priorities of the company, including driving the implementation of the Shared Services Model in HR
• Manage relationships between people, processes, and technology to ensure continuous improvement and scalability
• Lead the day-to-day operations of HR Administration Services for Europe
• Implement, direct, and maintain processes and procedures to ensure accurate and timely processing of HR Administration Services
• Participate in the development of the Shared Services concept in the region within HR
• Participate in or lead local, regional, and global projects from charter development to completion
• Ensure all services are delivered according to service levels and introduce KPIs for tracking, analysis, and improvement
• Develop and maintain the HR Services Catalogue, lead the transition of new activities, and improve effectiveness using continuous process improvement tools
• Work with third-party service providers and internal/external auditors to find the best solutions and ensure all required information is delivered
• Interface with clients and ensure resolution of open issues while maintaining high service levels and cost efficiency
• Lead end-to-end project management applying appropriate methodology, including cost control, team management, and milestone delivery
• Drive continuous operational efficiency improvement using consistent tools such as Six Sigma/Lean and lead stakeholder discussions to challenge current solutions
• Represent the organization in divestiture/acquisition projects and participate in creating and implementing integration strategies

Required Qualifications

• Bachelor's degree or above in Project Management, Business Management, Finance, HR, or equivalent
• Over 4 years of experience in an international company in Support Functions (HR, Finance, Procurement, or similar) with Shared Services concept implemented, including at least 2 years in a leadership or management role
• Good knowledge and understanding of HR Systems, including SAP, Workday, PeopleSoft, or equivalent ERP systems
• Strong project management skills
• Good knowledge of process improvement tools such as Six Sigma and Lean
• Strong conceptual and analytical thinking ability
• Excellent computer skills in an MS Office environment
• Highly motivated, customer-focused, well-organised, with attention to detail, positive attitude
• Strong business ethics and the ability to handle confidential information
• Strong team player able to work across countries with cultural awareness
• Good English proficiency in reading, writing, and speaking