ADMINISTRATIVE MANAGER JOB DESCRIPTION

An Administrative Manager in professional services owns the operational infrastructure that keeps client-facing work moving without interruption. The scope is broad: vendor contracts, budget-to-actual reporting, document production standards, and staff supervision all fall under a single point of accountability. No two weeks look identical. What stays constant is that proposals reach clients on time, office finances reconcile accurately, and the people delivering billable work are freed from operational friction to do it.

As the Administrative Manager, you will own day-to-day office operations and financial administration for a professional services firm, ensuring that document standards, vendor relationships, and budget controls are managed with consistent accuracy. The role reports to senior office leadership and spans responsibilities that touch every department, from facilities and procurement to onboarding and executive support.

Career Impact: Owning budget-to-actual analysis and vendor contract negotiation at the firm level builds the financial and operational fluency that distinguishes candidates for Director of Operations and Chief of Staff roles.

Business Impact: Client deliverables - RFPs, proposals, financial reports - depend directly on the document production standards and workflow controls this role sets and enforces.

Growth Opportunity: Exposure to restructuring processes, trust accounting, and cross-functional project leadership expands a candidate's market value well beyond traditional office administration into broader operational management.

• Lead office operations, including facilities management, vendor relations, safety coordination, and space utilization, reporting to ensure uninterrupted daily function.
• Manage budget tracking, invoice coding, and budget-to-actual analysis in coordination with senior leadership to maintain financial controls.
• Develop, edit, and format complex client-facing documents, including proposals, RFPs, and financial reports, to meet firm quality and brand standards.
• Coordinate workflow across departments, tracking project status and client interactions to ensure timely and accurate completion of deliverables.
• Supervise administrative staff, including hiring, onboarding, performance oversight, and task assignment across office locations.
• Maintain filing systems, vendor agreements, and records management protocols in compliance with firmwide procedures.
• Support executive scheduling, board or committee administration, and communication coordination for senior leadership.

• Bachelor's degree in Business Administration, English, Finance, or a related field, or equivalent work experience.
• 5 or more years of administrative or office operations management experience, with demonstrated supervisory responsibility.
• Proven ability to manage vendor contracts, office budgets, and accounts payable or receivable functions with a high degree of accuracy.
• Strong document production skills, including formatting complex multi-section reports, proposals, and presentations to professional standards.
• Demonstrated competency in financial recordkeeping, including reconciliation, budget tracking, and expenditure reporting.
• Excellent written and verbal communication skills with the ability to manage confidential information and interface across all organizational levels.
• Strong organizational and project coordination skills with the ability to manage multiple concurrent deadlines independently.

• Prior experience in a professional services, consulting, or financial services firm environment.
• Familiarity with restructuring, insolvency, or trust accounting processes within a legal or advisory services context.
• Experience supporting executive or board-level administration, including committee minutes, agenda preparation, and funder or investor reporting.
• Background in process improvement, records management systems, or firmwide policy development.

• Document turnaround rate, measuring the percentage of proposals and reports delivered on or before deadline.
• Budget variance percentage, reflecting accuracy of monthly budget-to-actual reconciliation across managed cost centers.
• Vendor contract renewal rate, indicating how consistently supplier agreements are maintained and renegotiated on schedule.
• Onboarding completion rate, tracking the percentage of new hires fully processed and credentialed within the first week.
• Invoice processing cycle time in days, measuring how quickly vendor invoices move from receipt to approved payment.
• Typical tools: document production suites (commonly Microsoft Word, PowerPoint, Excel); PDF management (commonly Adobe Acrobat).

• Base Salary Range: $65,000 to $90,000 annually, depending on location and firm size
• Bonus: Discretionary annual bonus, typically 5 to 10 percent of base salary
• Equity: Not standard at this level in professional services
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by firm
• PTO: 15 to 20 days annually, plus standard federal holidays
• Common Perks: Professional development reimbursement, hybrid schedule eligibility, commuter benefits

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

Background check completion is a condition of employment for this role, and candidates must be authorized to work in the United States without sponsorship. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, 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, and requests will be evaluated individually.

Embedded within the fuel supply and accounting operations at a major airport, the Administrative Manager performs fuel scheduling, inventory analysis, and advisory reporting for the LAXFUEL Chairperson and Executive Committee. Working closely with airlines, suppliers, pipeline operators, and the Accounting Manager, the role ensures adequate fuel supply and delivers trend analyses that guide critical supply and financial decisions across multiple business areas.

Core Functions

• Maintain an uncompromising dedication to providing high-quality service to all of our customers at a fair and reasonable price.
• Perform fuel scheduling duties in coordination with airlines, suppliers, and pipeline operators, verifying pipeline batches and updating fuel inventory projections daily for every inventory holder to ensure adequate fuel supply.
• Perform analysis of accounting and supply data and create reports to identify trends, perform projections, and provide advice to the LAXFUEL Chairperson, Executive Committee, General Manager, and Accounting Manager.
• Supervise daily payroll, human resources, and operational records, and assist with analysis of inventory gains and losses and data entry reconciliation to source documents.
• Coordinate third-party requests, including airline customer transaction research, external audit site visits, and customer information requests.
• Remain available remotely after normal business hours to assist in any fuel supply emergencies.
• Process large volumes of data, perform trend analyses, and provide interpretations in an advisory capacity for the Chairperson and Executive Committee, with emphasis on oversight across multiple business areas.

Qualifications & Experience

• Bachelor's degree required, with an MBA, Master of Accounting, or CPA a plus.
• Prior experience in accounting and inventory reconciliation.
• Prior management or supervisory experience in the aviation industry preferred.
• Strong MS Excel knowledge.
• Ability to proficiently read, write, and speak English.
• Ability to work comfortably in all weather conditions and work variable shifts, including weekends and holidays.
• Ability to lift to 35 lbs, report significant product or document deficiencies, and suggest improvements to working practices, especially those relating to safety and security.
• Valid US driver's license with a clean driving record required, along with the ability to pass pre-employment drug screen, all pre-employment testing, and FBI background check.

Reporting to university leadership, the Administrative Manager leads day-to-day implementation, administration, and evaluation of activities for the Allcove Center Network, including executing licensing agreements, data sharing agreements, and vendor arrangements across 7+ affiliated entities. Partnering with departments spanning research finance, procurement, compliance, human resources, and legal, the role advances the Center's mission by enabling well-coordinated program execution and sound budget stewardship.

Primary Duties

• Independently implement, administer, and evaluate day-to-day activities of the unit by identifying and executing tasks, making recommendations that impact policies and programs, and assigning resources to achieve program goals.
• Collect and analyze data, create reports, review and explain trends, and formulate and evaluate alternative solutions or recommendations to achieve program goals.
• Analyze and interpret policies, and develop, revise, and implement procedures for the program or function.
• Represent the program as the key contact and subject matter expert within the department, commit resources, provide information and training, and represent the program to external and internal stakeholders.
• Organize and participate in outreach activities, including developing communications and training, planning and promoting events and conferences.
• Participate in budget development, monitor and approve expenditures, and perform limited forecasting with recommendations that determine the budget.
• Direct and supervise staff to perform various tasks and assignments.

Skills & Qualifications

• Relevant subject matter knowledge, experience, and ability to direct the work of others.
• Demonstrated ability to prioritize your own work multi-task.
• Take initiative and exercise sound judgment independently and as part of a team.
• Demonstrated excellent organizational skills and ownership of projects.
• Ability to communicate effectively both orally and in writing.

Sitting at the intersection of office operations and client-facing service delivery, the Administrative Manager oversees two departments, directing policy development, job budget management, and sales forecasting to keep business running smoothly and profitably. Operating across client interaction, financial tracking, and change order management, this role enables consistent customer service and revenue performance by ensuring all forecasted work is completed and profitability is tracked per client per service.

Duties

• Develop, review, and improve policies, systems, and procedures, and ensure the department operates smoothly and efficiently.
• Ensure expenses and inventories are submitted to accounting daily, manage job budgets, track profitability, and meet monthly closing and billing schedules.
• Lead sales efforts to achieve goals by reviewing schedule updates constantly and ensuring all forecasted work is completed.
• Forecast sales per month by client by service, and track profitability per client per service.
• Manage change orders for additions to the contract, ensuring client approval.

Requirements

• Experience in a related field, such as construction, project management, or financial reporting.
• Familiarity with budget planning, enforcement, and customer service procedures.
• Ability to plan for and keep track of multiple projects and deadlines.
• Exceptional leadership and time, task, and resource management skills.
• Strong problem-solving, critical thinking, and coaching abilities.
• Strong interpersonal, verbal, and written communication skills.
• Proficiency with computers, especially MS Office.

A key member of the company's operations leadership, the Administrative Manager builds and maintains all core financial and human resources functions, including QuickBooks entries, payroll, accounts payable, accounts receivable, and full HR strategy. Collaborating across the organization with clients, investors, and business partners, the role delivers accurate financial reporting and a high-performing, values-aligned team that supports sustained company growth.

Functions

• Work collaboratively to develop and improve systems, processes, controls, and procedures that improve overall efficiency, quality, and productivity, and ensure excellent customer service.
• Provide timely, accurate, and complete financial reports and manage all aspects of company financials.
• Set comprehensive goals for performance and growth and represent the firm with clients, investors, and business partners.
• Perform daily QuickBooks entries and regular reconciliation, execute payroll functions accurately and on time, and submit payroll taxes.
• Manage all accounts payable functions, including reviewing, coding, and processing payments, and all accounts receivable functions, including invoicing, deposits, collections, and revenue recognition.
• Set up new vendors, prepare vendor paperwork, post vendor invoices, and interpret and apply accounting policies, rules, and regulations to ensure compliance.
• Order office supplies as needed and manage and execute the overall Human Resources strategy, including benefits, payroll, 401k, recruitment, learning and development, culture, performance management, and succession planning.
• Manage, coach, and develop cross-functional team to deliver against key performance and business metrics, enhance company culture, and maintain trusted relationships with stakeholders.

Experience & Qualifications

• Bachelor's degree.
• 5+ years of experience in finance and progressive leadership positions, including accounts payable, accounts receivable, payroll, and general ledger.
• Knowledge and understanding of GAAP.
• Strong proficiency in QuickBooks Online and Microsoft Excel.
• Solid data analysis and performance metrics skills.
• High degree of professionalism, accuracy, and attention to detail, with strong organizational, time management, and prioritization skills.
• Leadership, team building, integrity, and accountability, with ability to diagnose problems quickly and handle pressure in fast-paced situations.
• Superior interpersonal, written, and verbal communication skills.
• Willingness to take on new tasks and a positive, can-do attitude.

Accurate compliance and seamless accounts payable execution depend on the Administrative Manager, who serves as the primary contact for office operations, immigration, wage garnishments, and HR policy interpretation at the NJ office location. Based within a staffing industry environment and reporting alongside the HR Director and VP of Finance, the role protects organizational compliance across SEVIS, USCIS, and OSHA requirements while ensuring vendors are paid accurately and on time.

Accountabilities

• Manage e-verification, I-9 process, and I-9 files in compliance with company policies and legal requirements.
• Manage office supplies and vendor relationships, handle OSHA requirements, company client gifts and events, and all company immigration matters.
• Maintain and update state statutory compliance posters, manage equipment return process and legal filings, and handle wage garnishments in conjunction with the offshore HR team.
• Maintain compliance with SEVIS, Department of State, and USCIS regulations, and draft employment and experience letters.
• Review, code, and process vendor invoices accurately, ensure timely bill payment, perform monthly reconciliations, and process accounts payable data entry while resolving invoice discrepancies and responding to vendor inquiries.
• Assist the Human Resources Director and VP of Finance with projects as needed.

Education & Experience

• Associate degree or higher in HR Management, Business Administration, Accounting, Psychology, or a related field.
• 2+ years of experience in HR or Accounting.
• Experience in accounts payable or general accounting, and prior staffing industry experience preferred.
• Proficient in Microsoft Office, including Word, Excel, PowerPoint, and data entry, with knowledge of basic accounting principles and experience with QuickBooks and ADP Workforce Now a plus.
• Strong time management, organizational skills, and high attention to detail.
• Proven excellent customer service skills.
• Ability to be flexible, work independently, and interface professionally with all levels of internal and external customers.

As the Administrative Manager, this role oversees the full operation, administration, and financial performance of the Department of Oncology Science on behalf of the Chair, managing accounting duties, budget preparation, payroll coordination, and policy development. The Department relies on this work to maintain fiscal integrity and operational continuity through accurate monthly reporting, staff supervision, and strategic budget reallocation across departmental accounts.

Leadership Responsibilities

• Provide direct administrative management to the department and direct administrative assistance to the department chair.
• Manage day-to-day business operations of the department, including monthly projections of account budgets and spending trends, reallocation of budgets and funds, payroll tracking and changes, and preparing the departmental budget.
• Analyze departmental financial procedures, make recommendations for change, and develop a strategy for implementation.
• Supervise office staff, including hiring, firing, training, conducting performance appraisals, disciplining, delegating, overseeing work, and anticipating staffing needs by analyzing workflow and employee strengths.
• Prepare monthly reports for balanced accounts, verification reports, and management reports, routing to appropriate personnel and assisting with grant reports.
• Assist with developing departmental policy by analyzing current procedures and events, and maintain policy and procedure manuals and process documentation.
• Perform various duties as needed to successfully fulfill the function of the position.

Technical Qualifications

• Bachelor's degree in Business Administration, Accounting, Finance, or related field, or 48 months related experience instead of a degree, for a total of 72 months related experience.
• 24 months of experience as a manager in an Accounting, Finance, or Business Office.
• Proficient in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Detail-oriented with high accuracy.
• Strong organizational skills and the ability to handle multiple projects and deadlines.
• Ability to communicate well, build rapport with students, faculty, and staff.
• Ability to produce reports.
• Proven ability to multitask and meet deadlines promptly.

Administrative Manager shapes the financial and administrative health of a branch operation by preparing annual budgets, supervising monthly reconciliations, and providing operational reporting with recommendations for improvement. Success in the position means overseeing accounts and reception teams, managing Workcover cases, and building strong stakeholder relationships that sustain customer satisfaction and advance business objectives.

Strategic Responsibilities

• Work closely with the Financial Controller and Branch Manager to prepare annual budgets and forecasts.
• Supervise and assist the finance team with all monthly and year-end procedures to achieve financial goals.
• Supervise the accounts and reception teams to ensure high standards of customer service, building maintenance, and on-site security and safety, and oversee all Workcover cases.
• Monitor and manage expenditures within allotted budgets and perform monthly reconciliation of all branch accounts.
• Identify and resolve financial and administrative discrepancies by recommending and implementing corrective actions, and continuously improve accounting and administration processes.
• Provide monthly reporting on operational and financial goals with recommendations for improvement, and provide direction and support to the administration team and all departments.
• Recruit and performance manage direct reports, and create and maintain strong relationships with a variety of stakeholders to ensure customer satisfaction and business objectives.

Position Requirements

• Minimum 10 years of experience in administration, with 2+ years of accounting experience at a similar level desirable, and automotive background an advantage.
• Strong attention to detail with the ability to analyze and solve problems, excellent numerical and reconciliation skills, and quality reporting skills.
• Considerable knowledge and demonstrated experience in management reporting, financial modelling, financial and administration management, and accounting principles and practices.
• Strong leadership ability and experience with a keen focus on staff development, and demonstrated knowledge of OHS/WHS requirements.
• Advanced computer skills, particularly in Excel.
• Strong commercial acumen, including business and accounting knowledge.
• Exceptional organization, time management, and communication skills to effectively engage with all levels of the organization and stakeholders.

The Administrative Manager produces high-quality deliverables across formal and informal restructuring and liquidation processes, including valuations, confidential information memorandums, estate documentation, and monthly bank reconciliations. Working collaboratively with restructuring professionals, external service providers, lenders, creditors, lawyers, and banks, the role supports business development and ensures accurate trust accounting and client-focused transaction management across local, regional, and national projects.

Operational Focus

• Work collaboratively with restructuring professionals, external service providers, and clients on a variety of local, regional, and national projects across formal and informal restructuring and liquidation processes.
• Develop solutions with clients and co-workers through collaborative debate and discussion in a fast-growing, professionally recognized environment.
• Assist with the preparation of valuations, confidential information memorandums, transaction documentation, including buyers' lists and confidentiality agreements, and manage electronic data rooms.
• Manage estate documentation and filing process, and manage the trust accounting process, including collecting and managing estate accounts payable, processing and recording payments in Ascend, and communicating with vendors.
• Prepare monthly bank reconciliations, the Annual Banking Report, and manage the loan and advance process internally and externally.
• Assist with invoicing and accounts receivable collection, liaise with lenders, creditors, debtors, lawyers, banks, and other professionals, and support various research and integration projects.
• Participate in business development initiatives, including research in support of pitches and proposals, and attend business development events.

Professional Experience

• Post-secondary education in a business-related field.
• Prior exposure to property management, banking, and project management.
• Previous experience with Star PDM or other business management software.
• Advanced Microsoft Office skills, including PowerPoint, Excel, Word, and Outlook.
• Strong online research and database skills, and the ability to analyze and manipulate large volumes of data.
• Strong organizational skills with the ability to multi-task and work under pressure with various teams and variable workloads.
• Strong commitment to excellence, attention to detail.
• Excellent written and verbal communication skills, and a client-focused approach.
• Ability to generate creative solutions to abstract or undefined problems, with a demonstrated interest in all aspects of business and a strong sense of teamwork.

Reporting to the Executive Director, the Administrative Manager oversees administrative staff assignments, contract acquisition, and board record management for a nonprofit agency while conducting staff orientations and administering Paychex payroll. Working closely with Program Directors, Supervisors, and management, the role enables service quality and day-to-day operational continuity by developing policies, maintaining personnel files, and ensuring timely, accurate communication across all agency sites.

Day-to-Day Responsibilities

• Conduct staff orientations and training, administer benefits, and provide backup support for the Paychex payroll system.
• Provide overall administrative assistance to the Executive Director, including filing and communication coordination with staff to disseminate information to Program Directors and Supervisors.
• Participate with management in developing and implementing programs, policies, and procedures, and anticipate and resolve issues affecting service quality or day-to-day operations.
• Oversee and assign tasks to administrative staff, maintain a key system for all agency sites, and manage personnel files, including confidential and sensitive data.
• Compose complex documents from rough drafts or verbal instructions using Word, maintain Board of Directors records and presentations, and assist in the preparation of reports and agenda information.
• Serve as lead contact for contracts, including acquisition of office and program goods and services, maintain vendor agreements, monitor vendor performance, and handle emergency maintenance issues.
• Maintain staff licenses and credentials, van driver information, and handwrite checks as needed.

Knowledge, Skills & Abilities

• At least 1 year of administrative assistant experience preferred.
• Experience in office management and staff assignments, and oversight in a fast-paced environment.
• Knowledge of human resource management policies and procedures, including staff orientation, training, payroll, and the ability to interpret and help implement grants and cooperative agreements.
• Extensive knowledge of Microsoft Office 365, including Word, Excel, Outlook, and PowerPoint, along with database and customer database systems.
• Exemplary writing, oral communication, and interpersonal skills.
• Strong attention to detail and problem-solving skills.
• Ability to manage effectively in a fast-paced environment, work independently, multitask, prioritize, communicate information clearly to staff, and conduct internet research.

Sitting at the intersection of community engagement and institutional administration, the Administrative Manager oversees hiring, onboarding, vendor contracts, and budget compliance while executing the vision of CHEE through strategic planning and key initiative management. Operating across Rush departments, community partners, and departmental staff, the role elevates program effectiveness by providing leadership training, monitoring payroll, and serving as the acting Community Initiatives Manager when needed.

Work Activities

• Execute the vision of CHEE with high commitment to excellence through strategic planning and oversight of key initiatives.
• Manage the hiring process, including job requisition submissions, job description development, and serving as departmental liaison to the HR business partner.
• Manage, develop, and maintain CHEE orientation and onboarding of new staff, and monitor and track monetary incentives and spending.
• Manage and increase the effectiveness and efficiency of operations through process improvements, and manage vendor processing, purchasing requisitions, and vendor and legal contracts.
• Assist with programmatic planning and execution, and provide leadership and in-service training to staff to ensure efficient practices and compliance with RUMC departmental policies.
• Serve as liaison to department staff and Rush departments, oversee CHEE Admin office expenses to meet budget targets, and manage service facility requests and space.
• Assume a leadership role in the absence of the Community Initiatives Manager, monitor and enter payroll hours, ensure all office equipment is functioning, and promote a positive, team-oriented environment.

Minimum Qualifications

• Five years of experience in a management and supervisory capacity.
• Experience in Community Engagement preferred.
• Good interpersonal, written, and oral communication skills.
• Attention to detail and accuracy.
• Competent in basic Microsoft Office programs.
• Strong interpersonal skills for communicating and collaborating within and across departments.
• Ability to implement change and maintain results.
• Ability to work effectively with minimal supervision.
• Willing to work some evenings and weekends.

A key member of the Malta campus senior support team, the Administrative Manager oversees scheduling for the President and senior managers, coordinates committee administration, including agendas and minutes, and maintains full familiarity with the organization's administrative and academic structures. Collaborating across campus constituencies and external guests, the role advances smooth campus operations by ensuring processes are regularly reviewed and the strategic development of administrative resources is sustained.

Role Responsibilities

• Schedule business for the President and other senior managers of the Malta campus and provide daily briefings with associated papers of tasks requiring action, maintaining a regular and timely flow of information.
• Coordinate arrangements for visits by guests and other visitors, including hospitality, travel, and ensuring the President and senior staff are fully briefed with relevant biographical information.
• Contribute to the smooth running of the Malta campus by undertaking administrative tasks as required, and provide an administrative service for committees, including preparation of agendas, taking minutes, recording and following up on actions, and reporting on progress.
• Maintain full familiarity with the organization's administrative and academic structures, ensure processes and procedures are regularly reviewed, and take responsibility for the strategic development of administrative resources.
• Organize and facilitate meetings and special events, including scheduling, coordinating dates, times, venues, attendance, agendas, and facilities.
• Maintain close liaison with senior staff and apply the Equality and Diversity Policy in your own area of responsibility and in general conduct.

Technical Qualifications

• At least 2 years of experience directly related to the duties and responsibilities specified.
• Computer literacy and proficiency in Microsoft Office.
• Good database management skills, word processing, and data entry skills.
• Knowledge of planning and scheduling techniques, and the ability to coordinate and organize meetings and special events.
• Knowledge of academic administrative principles and procedures.
• Strong attention to detail and organizational skills.
• Ability to create, compose, and edit written materials.
• Strong interpersonal and communication skills.
• Ability to work effectively with a wide range of constituencies in a diverse community.
• Ability to manage confidential and sensitive information appropriately.

Reporting to departmental leadership in a hospital or university setting, the Administrative Manager develops and administers business, financial, and operational decisions while managing staff hiring, performance reviews, and department databases across multiple offices. Partnering with faculty, staff, and a centralized application system, the role improves operational processes and enables program performance by overseeing onsite interviews, clinical affiliation agreements, and all forms of administrative communication.

Scope of Work

• Direct and implement business, administrative, and financial decisions and facilitate problem-solving of office issues for staff.
• Manage and monitor check requests, travel authorizations, reimbursements, and department-related expenditures while ensuring compliance with Financial Policies and Procedures and the Corporate Compliance Program.
• Oversee department budget planning, development, tracking, and expenditures, and manage purchase requisitions and approvals for all department equipment and supplies.
• Manage staff, including hiring, recognition, performance reviews, discipline, recruitment coordination, training, and provision of in-service training to ensure efficient practices.
• Coordinate and oversee onsite interviews and manage the program's centralized application system, including training new users and developing efficient procedures.
• Manage and maintain all department databases, collaborate with faculty and staff to develop and implement improved operational processes, and oversee file maintenance of records, contracts, and clinical affiliation agreements.
• Coordinate administrative responsibilities, including oversight of support staff, general and complex office support, schedule management, all forms of communication, and reporting of program performance data.

Background & Experience

• Bachelor's degree required.
• Five years of experience in a management and supervisory capacity.
• Knowledge of how to manage and direct multiple offices in a hospital or university setting.
• Proficiency in Microsoft Office Suite, including Word, Access, PowerPoint, and Excel.
• Excellent interpersonal, oral, and written communication skills.
• Excellent time management skills with strong follow-through.
• Excellent decision-making and troubleshooting skills.
• Ability to grasp new concepts quickly and understand complex departmental processes and procedures.
• Ability to work independently, make sound decisions, organize at a high level, and work effectively with numerous personalities and positions.

Efficient office operations and contractual integrity at a Skanska construction office depend on the Administrative Manager, who negotiates and manages local supplier contracts, oversees office supply inventory, and enforces filing and data security systems. Serving as the access and conference room coordinator for staff and visitors, the role supports a safety-first culture and ensures all correspondence, customer inquiries, and operational procedures meet established standards and policy requirements.

Job Functions

• Ensure office policies and procedures are adhered to and that staff understand them, and implement procedural and policy changes to improve operational efficiency.
• Effectively negotiate and manage all local supplier contracts for office needs, ensure data is secure and confidential, and establish systems for filing and record keeping.
• Manage and approve office supply inventory, handle internal and external customer inquiries and complaints, and ensure all correspondence is efficiently managed.
• Demonstrate commitment to an Injury-Free Environment and Skanska's Safety and Health Management Program.
• Coordinate access to the office for staff and visitors in accordance with building policies, and coordinate conference room schedules and associated needs.

Qualifications & Experience

• High School Diploma required, with Junior College, Vocational, or College coursework in accounting, data processing, or administrative management preferred.
• 3 to 5 years of related office management experience preferred.
• Demonstrated financial acumen and knowledge of clerical and data management practices and procedures.
• Sound judgment and decision-making with the ability to work with limited supervision, foresee and mitigate issues, and maintain discretion and confidentiality at all times.
• Detail-oriented with a high level of accuracy, strong time management, planning, and organizational skills.
• A strong sense of urgency, with the ability to prioritize and multi-task.
• Strong written and verbal communication skills.
• A professional and positive attitude, and the ability to delegate, collaborate, and function effectively as part of a team.
• Computer knowledge and efficiency, including all Microsoft Office products.

As the Administrative Manager, this role carries out marine operations programs, coordinates new hire onboarding, processes invoices, and manages a weekly inventory tracking system for crew across a fleet operation. The marine operations team relies on this work to maintain compliance with drug and alcohol programs, safety drill tracking, and GAT policies through accurate HRIS data entry, payroll support, and coordination with Talent Acquisition and corporate partners.

Performance Expectations

• Assist the department in carrying out various marine operations programs and procedures for the company crew.
• Properly input and process new hires and data into the HRIS system, and work with Talent Acquisition and Onboarding teams to support new hire communication, interviewing, onboarding, and scheduling.
• Help organize and execute Week 1 training for all crew, and schedule and help execute quarterly CPR and safety training classes.
• Accurately process invoices and basic clerical accounting tasks, and handle all food and beverage ordering.
• Implement and maintain a weekly inventory system, tracking and comparing weekly inventory to sales.
• Assist in the company's drug and alcohol program, ensuring timely and compliant testing, and assist in drill tracking, ensuring compliance.
• Participate in special projects, department meetings, and fleetwide task force as requested, and perform other duties as assigned.

Minimum Qualifications

• High school diploma or equivalent required.
• Minimum of 1 year of administrative experience.
• Ability to work in an organized manner, maintain confidential information, and pay attention to detail.
• Ability to consistently meet tight deadlines, manage multiple priorities, and work independently.
• Effective oral and written communication skills.
• Accurate typing and proficiency with Microsoft Office applications, especially Word and Excel.
• Ability to establish and maintain effective working relationships as required by job responsibility.
• Qualified comprehensive background check required.

Administrative Manager refines executive and organizational support for a not-for-profit, managing the Executive Director's calendar, coordinating AGM and board meetings, and handling bookkeeping tasks including deposits, invoices, and financial report preparation. The work directly supports organizational compliance, funder reporting, and volunteer supervision by maintaining filing systems, coordinating employee payroll and benefits, and overseeing general office logistics.

Areas of Ownership

• Manage Executive Director and organizational calendars, assist with correspondence, and arrange travel and accommodations.
• File all not-for-profit regulatory compliance documents, support preparation of funder reports, and coordinate AGM and board meetings.
• Draft memos, letters, contracts, and other documents, prepare and distribute reports, and oversee general office operations and logistics.
• Maintain administrative filing systems online and in hard copy, train and supervise administrative volunteers, and manage supplies procurement.
• Coordinate employee payroll and benefit plans, maintain personnel records for all staff and volunteers, develop and maintain policies, handbooks, and orientation programs, and assist with recruitment, hiring, and termination.
• Handle basic bookkeeping tasks, including deposits, invoices, receipts, donation processing, expense claims, vendor contracts, and preparation of financial reports.

Required Qualifications

• Minimum 3 to 5 years of experience in an executive assistant or other relevant administrative support role.
• Sound knowledge of accounting principles and practice.
• Experience in QuickBooks.
• Demonstrated competence in not-for-profit or other relational databases.
• Highly proficient in MS Office.
• Professional-level verbal and written communication skills.
• Sound judgment with the ability to prioritize workload, proactively identify opportunities and problems, and initiate appropriate action.
• Ability to work both independently and as part of a small team.
• Adaptability and willingness to be flexible and versatile in a changing work environment.

The Administrative Manager creates the conditions for a high-performing team of analyst assistants by attracting, developing, and retaining talent that supports Private and Public investment teams at a Boston-based investment management firm. Reporting to the Director of Administrative Services and building collaborative relationships with peers across the firm, the role ensures adequate coverage, balanced workflow, and continuously updated administrative procedures that meet evolving business needs.

Strategic Responsibilities

• Attract, develop, and retain talent, accurately assess performance, and write and deliver performance reviews.
• Steward culture and create a positive employee experience while servicing business needs.
• Collaborate with peers to lead the Administrative Services organization and collectively service the business.
• Maintain knowledge of the team's work, processes, and workflows, and ensure adequate coverage and balanced workflow across support teams.
• Build and maintain collaborative relationships with peers across the firm, and develop effective feedback loops with clients to ensure teams are meeting their administrative support needs.
• Proactively identify training and mentoring opportunities to enhance team skills and ensure ongoing development and updating of administrative procedures and best practices.
• Manage and participate in special projects as needed.

Education & Experience

• Bachelor's degree required.
• Approximately 8 or more years of experience managing operational or administrative staff within a professional services firm.
• Experience in process review, improvement, and project management.
• Demonstrated track record of strong management skills, leadership presence, and experience attracting, developing, and retaining staff.
• Advanced Microsoft Office skills in Word, Outlook, Excel, and PowerPoint.
• Familiarity with Bloomberg and other research services preferred.
• Ability and desire to be both a manager and a hands-on individual contributor, with demonstrated ability to train, mentor, and develop staff in a fast-paced, detail-oriented environment.
• Proven exemplary judgment, critical thinking, and strong problem-solving skills, with a reputation for integrity and commitment.
• Excellent written and oral communication skills, outstanding attention to detail, and accuracy.
• Ability to thrive in a fast-paced, deadline-oriented environment with superior time management and prioritization skills.

Embedded within a college-preparatory school network, the Administrative Manager coordinates student registration, enrollment events, attendance monitoring, and transportation services while maintaining internal and external student information databases. Working closely with the Director of Operations, nurses, food service, social workers, and families, the role enables scholar achievement and equitable school operations by ensuring accurate student records and proactive family communication throughout the enrollment cycle.

Delivery Expectations

• Collect, track, and maintain complete and accurate student registration documentation for all new and returning students in hard copy and digital formats.
• Communicate regularly with families regarding documentation submission, student biographical information, and related services.
• Support the enrollment process, including digital and traditional communication with applicants and newly enrolling families, student file maintenance, enrollment events, and occasionally leading school tours and showcasing programming to prospective families.
• Maintain internal and external student information databases and spreadsheets with relevant academic, biographical, and family contact information, and train staff in student information systems.
• Monitor student health and immunization compliance, collaborate with nurses, food service, social workers, and teachers, and monitor student attendance data to coordinate truancy-prevention interventions.
• Manage and coordinate student transportation services, and thoughtfully manage the dissemination of sensitive student information with teammates, families, and stakeholders.
• Support state testing preparation and execution.

Skills & Qualifications

• Bachelor's degree required.
• Exceptional project management skills with the ability to anticipate needs and design systems in support of smooth operations.
• A clear and proactive communicator able to work and collaborate with diverse stakeholders while inspiring action and creating impactful relationships in the service of scholar achievement.
• Data-driven specialist comfortable manipulating and organizing quantitative and qualitative information in spreadsheets and student information systems.
• Experienced and organized event planner and team player.
• Strong ability to tackle moving projects and deadlines.
• Unwavering commitment to education equity and the Democracy Prep mission of college success and authentic civic engagement.

Reporting to the Managing Director, the Administrative Manager coordinates financial reporting, export and import processes, HR government submissions, and legal document management for a company's international office operations, issuing commercial invoices, managing work permits, and overseeing stock records. Partnering with the accounting company, forwarder, and Labor Affairs, the role guides compliance and operational accuracy across financial, human resources, and logistics functions to support the company's ongoing business activities.

Key Deliverables

• Manage business, stock, and expenses databases, including bank history, purchasing history, cash, balance, and budget, keeping all records updated accurately.
• Issue commercial invoices and contracts, follow up on client payments, and coordinate with the accounting company for all accounting matters, including monthly government reports.
• Manage company purchasing by surveying suppliers, checking monthly payables, preparing payment requests, obtaining MD approval, and prepare documents to pay the head company.
• File all financial and in-out documents in order, manage legal company documents, including business license and investment records, and oversee the stock records of the sales assistant and office manager for accuracy.
• Prepare documents to report to Labor Affairs for HR changes, facilitate new staff setup, including stationery, name cards, email, laptop, and guidance, and manage work permits and visas for the Director.
• Manage public insurance documents, submit HR reports to the government, follow payroll and insurance processes, and file all HR documents in order.
• Manage export and import processes, including arranging delivery after client purchase orders, preparing IMEX documents, coordinating with the forwarder, and sending customs sheets to the accountant for monthly government reporting.

Experience & Qualifications

• At least a Bachelor's degree in any discipline.
• At least 3 to 5 years of experience in a similar administrative or office assistant role.
• Ability to perform administrative duties as well as financial reporting, including financial statements and monthly budgets.
• Proficient in MS Office software, especially MS Excel.
• Strong proficiency in English and interpersonal skills.

Sitting at the intersection of compliance oversight and wealth management operations, the Administrative Manager serves as the first line of defense for client complaints, trade activity review, and suitability assessments across First Republic Investment Management's Wealth Manager and Client Service Associate teams. Operating in a Branch Manager capacity with Series 7, 66, 9, 10, or 24 licensure, the role reduces risk for the bank by conducting exception report reviews, overseeing confidential correspondence, and serving as a subject matter expert on policies and procedures.

Ownership Areas

• Serve as the first line of defense for resolving client complaints and as the point of escalation to compliance.
• Review and approve trading activity and troubleshoot complicated issues relating to trade execution, booking, and settlements.
• Review and approve option agreements.
• Review Trade Blotter and Exception reports.
• Oversee confidential email and correspondence review in line with First Republic Investment Management's policies and procedures.
• Conduct suitability reviews.
• Serve as subject matter expert on policies and procedures to promote a strong risk mindset.

Technical Qualifications

• Bachelor's degree in Business, Finance, or a related field.
• Series 7, 66, 9, 10, or 24 required.
• Minimum of 10 or more years of industry experience, including at least 2 years of specific role experience as a Branch Manager, Compliance Officer, or Risk Officer.
• Proficient in Microsoft Office applications.
• Strong organizational skills and effective written and verbal communication skills.
• Good judgment, strong decision-making, and the ability to understand and effectively communicate Private Wealth Management policies and procedures.
• Proven history of providing extraordinary service, furthering the First Republic Bank culture and values, and working cohesively as a team player across departments, including Operations, Trading, Client Services, and Compliance.

A key member of BRIDGE Housing's compliance team, the Administrative Manager coordinates Fair Housing, VAWA, and Section 504 claims from intake to outcome, drafting first responses and managing confidential files across the organization's affordable housing portfolio. Collaborating across property staff, corporate staff, and outside counsel, the role supports adherence to housing regulations and legal requirements that protect residents and advance the company's mission of quality, quantity, and affordability.

Core Responsibilities

• Implement new VAWA policies and procedures with multiple departments.
• Process reasonable accommodation requests, including Section 504, VAWA claims, and Fair Housing claims from intake to outcome.
• Coordinate with property staff, corporate staff, and outside counsel to gather facts and evaluate possible outcomes on time.
• Create first draft responses to Fair Housing claims and create and maintain confidential files.
• Coordinate with outside counsel to process liability claims and other litigation, track progress of all claims, and prepare internal status reports.
• Assist with special projects as assigned.

Qualifications & Experience

• Bachelor's degree required.
• Three years of experience in an office setting, with prior experience in compliance related to regulations or law.
• Knowledge of Fair Housing, VAWA, and Section 504 regulations, and knowledge of Tax Credit and other affordable housing programs.
• Knowledge of Yardi Voyager 7.0 or equivalent property management software.
• Demonstrated proficiency with computers and knowledge of MS Word and Excel.
• Excellent communication and interpersonal skills, strong organizational skills, and attention to detail.
• Ability to perform multiple tasks on an ongoing basis and on time.

Reliable station operations and workforce compliance at an aviation services company depend on the Administrative Manager, who partners with HR and Station Managers to reconcile HRIS data, manage daily and weekly hours, oversee payroll submission, and coordinate recruiting efforts, including interviews and new-hire onboarding. Based across multiple station locations and supporting direct reports through coaching and training, the role ensures EEO, OSHA, FLSA, and DOL compliance while driving employee engagement and uniform administration for all station employees.

Engineering Responsibilities

• Partner with HR and Station Managers to address employee needs and support HRIS data and documentation reconciliation.
• Manage direct reports across locations and help coach and train them, and support new employee setup, orientation, onboarding, and documentation.
• Review and roll out relevant company training programs for all new hires, and train direct reports to ensure compliance with GAT policies and procedures.
• Partner with corporate talent acquisition to coordinate station recruiting efforts, including scheduling and conducting interviews, processing new-hire paperwork, scheduling classes, and processing fingerprints and badge paperwork.
• Manage daily and weekly hours reconciling and reporting, enter daily hours in GAT systems, oversee payroll submission, and maintain employee and payroll records in the HRIS system.
• Oversee uniform ordering and distribution for all employees, assist with purchasing, and ensure purchase orders and approvals are obtained as requested.
• Partner with the Human Resources Team to ensure compliance with EEO, OSHA, FLSA, and DOL requirements, support employee engagement initiatives, follow HRIS termination protocols, and report job-related injuries following proper procedures.

Professional Experience

• Bachelor's degree or appropriate combination of education and experience.
• Airline industry or aviation services background preferred.
• Experience handling administrative tasks, timecard management, and payroll support preferred.
• Must be willing to travel and be away from home base when required.
• Strong written and verbal communication skills.
• Strong analytical and problem-solving skills.
• Ability to establish and maintain positive, professional, internal, and external business relationships.

As the Administrative Manager, this role coordinates new hire onboarding, timecard approvals, candidate screening, employment job fairs, and safety incident reporting for a full-time camp-resort office operation. The General Manager relies on this work to maintain compliance with Northgate Resorts' training standards and HR requirements, minimize merchandise loss, and ensure accurate guest inquiry responses and timely employee and accounting processes.

Primary Duties

• Ensure timeliness and accuracy of new hire onboarding and offboarding paperwork, including I-9 verification and system access requests, and monitor compliance with Northgate Resorts' training standards.
• Ensure accuracy and completeness of timecard approvals, review and screen candidates, interview interested applicants, and lead on-site and off-site employment job fairs.
• Assist in processing safety incident reports for employee and guest injuries, including property damage.
• Serve as liaison for home office human resources and accounting departments, and respond to guest inquiries using Northgate's service recovery guidelines.
• Organize campaigns with other departments to minimize and prevent loss of merchandise, track and review these programs for continual improvement, and participate in other projects and activities as assigned.

Requirements

• High school diploma required, with some college preferred.
• Experience in an administrative role and recruiting experience preferred.
• Experience with Excel and cash handling.
• Strong computer skills, including proficiency with web-based business tools such as Gmail and accounting software, with advanced Excel knowledge.
• Excellent communication, organizational, and problem-solving skills.
• Ability to handle confidential information appropriately and strong attention to detail, speed, and accuracy.
• Ability to multi-task and work in a fast-paced environment with minimal supervision.
• Strong work ethic, positive attitude.
• Availability to work nights, weekends, and holidays.

Administrative Manager coordinates a team of Solar Engineers and executes project management functions, including estimating, cost control, forecasting, and scheduling for multiple residential rooftop solar projects through final completion. The work directly supports the sales team and field installation operations by ensuring projects are properly staffed, 2D system designs are completed using satellite imagery and plans, and in-house integration projects are managed efficiently.

Key Responsibilities

• Lead a team of Solar Engineers and assist them with 2D design.
• Utilize software to design residential rooftop solar systems using satellite imagery, photos, and plans.
• Manage estimating, cost control, forecasting, and scheduling for multiple projects through final completion.
• Manage both field service and installation work as well as in-house integration projects, and assist in assuring projects are properly staffed and work is performed efficiently.
• Support the sales team through miscellaneous administrative tasks.

Background & Experience

• Bachelor's degree preferred in Business or Engineering.
• Experience in project management, solar engineering, or management.
• Demonstrated planning and organizational abilities with solid mathematical skills.
• Excellent problem-solving, critical thinking, and analytical skills.
• Self-motivated, ambitious, and results-oriented.
• Excellent interpersonal and customer service skills with strong verbal and written communication skills consistent with a highly professional office environment.
• Proficient in Microsoft Office software, including Word, PowerPoint, Excel, and Outlook.

The Administrative Manager owns the full cycle of document production and office operations for a professional services firm, developing complex presentations, proposals, and financial deliverables using Microsoft Office and Adobe Acrobat. Working alongside the Office Managing Partner and firmwide Real Estate, the role enables efficient client service delivery and strategic office initiatives by ensuring quality, brand compliance, and operational continuity across facilities, vendor relations, and staff onboarding.

Key Responsibilities

• Develop, edit, and format complex presentations, proposals, and RFPs using Microsoft Office with focus on creating high-quality and brand-compliant deliverables.
• Prepare, edit, format, proofread, and process reports and other deliverables in Microsoft Word using various styles with multiple page layouts, headers/footers, and graphs/charts/tables, utilizing firm-determined procedures.
• Create Excel spreadsheets and analyze data using advanced features and functions.
• Create, edit, and format PDF files and forms using Adobe Acrobat Professional.
• Coordinate workflow and support deliverables through completion and facilitate communications associated with client work and business processes.
• Maintain an efficient filing system for documents in accordance with the firm's records system.
• Establish and encourage process improvement to provide effectiveness.
• Assist and answer questions on processes, formatting, and utilizing software, systems, and work tools.
• Utilize tracking systems to ensure all time and materials are recorded, project work and type are tracked, and project instructions and client interactions are fully documented.
• Support various projects from start to finish using Microsoft software, PowerPoint, and other firm systems or web-based applications, including working with others to ensure quality and timely completion and document management.
• Support business planning and strategic office initiatives in collaboration with the Office Managing Partner, including employee welfare activities, charitable/civic contributions, and sponsorships.
• Collaborate with the OMP on local office communications and managing the local office budget, including providing budget to actual analysis and coding invoices.
• Lead daily office operations and facilities, including working with Firmwide Real Estate on space improvements, space utilization reporting, and safety and security, while assisting with implementing firmwide policies.
• Serve as contact and manage vendor relations, facility maintenance, and local office safety program, including serving as safety coordinator and first responder.
• Serve as liaison between leadership and client service professionals to develop an operational support plan, lead local office projects and communications, and support access badging, visitor management, onboarding, recruiting, and office events.

Required Qualifications

• Bachelor's degree preferred in Business Administration, Marketing, English, or related field.
• 5 or more years of experience as an office operations and administrative lead supporting document and administrative work in a professional service, financial, or consulting firm environment.
• Extensive experience formatting large-scale Microsoft Word documents using various styles with multiple page layouts, tables, charts, graphics, and headers/footers, including preparing financial statements and proposals.
• Advanced expertise in Microsoft Word, PowerPoint, Excel, Visio, Publisher, and Adobe.
• Working knowledge of SharePoint and office and meeting technologies, including audiovisual and videoconferencing systems.
• Process-oriented, quality-focused, with excellent project coordination, analytical, and troubleshooting skills.
• Ability to multi-task, prioritize, and apply logic to find solutions using software applications.
• Strong strategic awareness with the ability to bring ideation and efficiencies to projects, guide others on software use, handle highly confidential information with discretion, and build strong working relationships at all levels.
• Agile and flexible with high energy, excellent interpersonal skills, and the ability to function in fast-paced, high-stress situations, adhere strictly to quality and brand standards.
• Willing to travel as needed, and work a flexible schedule including some Saturdays and late evenings.