ADMINISTRATIVE SERVICES MANAGER JOB DESCRIPTION

Managing an office well enough that nobody notices takes real infrastructure. The Administrative Services Manager owns the systems behind that invisibility: vendor contracts, budget tracking, staff supervision, onboarding workflows, and the physical environment that lets everyone else do their jobs. In a mid- to large-sized corporate or professional services firm, this role typically oversees a team of administrative coordinators and reports directly to senior operations or executive leadership. Getting the details right here - lease negotiations, headcount coverage, Board-level meeting logistics - determines whether the organization runs on schedule or doesn't.

As the Administrative Services Manager, you will own the day-to-day administrative infrastructure of a corporate office, from managing staff performance and vendor relationships to maintaining budget compliance and coordinating executive-level events. The position sits within the broader operations function, working in close partnership with Human Resources and senior leadership to keep staffing standards, interdepartmental workflows, and facilities operating reliably.

Career Impact: Experience coordinating Board of Directors meetings and supporting executive leadership gives Administrative Services Managers documented exposure to senior stakeholders that accelerates movement into Director of Operations or Chief of Staff tracks.

Business Impact: When vendor contracts lapse, office budgets drift, or administrative staff turnover goes unmanaged, organizational productivity degrades in ways that are difficult to reverse; this role is the single point of accountability preventing that outcome.

Growth Opportunity: Owning both people management and budget oversight simultaneously builds the dual competency profile that makes senior operations roles and Office Director positions accessible within three to five years.

• Lead office administrative operations, including facilities oversight, vendor management, and interdepartmental service coordination.
• Supervise and develop administrative staff, setting clear performance standards and conducting structured evaluations.
• Manage annual operating budgets, track expenditures against plan, analyze variances, and initiate corrective action.
• Coordinate executive support functions, including travel arrangements, expense reporting, and calendar management for senior leadership.
• Develop and implement administrative policies, procedures, and records management systems to improve organizational efficiency.
• Partner with Human Resources on recruiting, onboarding, and training administrative staff to established standards.
• Plan and execute company events, Board meetings, and internal functions from logistics through on-site coordination.
• Maintain vendor relationships and service agreements, including lease negotiations and equipment contracts, to control costs and ensure continuity.

• Bachelor's degree in business administration, management, or a related field, or equivalent work experience.
• 5 or more years of office management or executive administrative experience, with at least 3 years in a supervisory capacity.
• Demonstrated ability to manage budgets, track operational costs, and prepare variance reports independently.
• Strong organizational and project management skills, with the ability to manage multiple concurrent priorities without losing accuracy.
• Excellent written and verbal communication skills, with professional judgment in handling confidential information.
• Proven experience coordinating with Human Resources on staffing, onboarding, and employee relations matters.
• Ability to negotiate vendor contracts, manage service agreements, and oversee facilities maintenance programs.

• Experience supporting C-suite or senior executive teams in a corporate or professional services environment.
• Background in travel and event planning, including large-scale internal conferences or Board-level meetings.
• Familiarity with expense management platforms and ERP or financial reporting systems.
• Experience working across multiple office locations or in a matrix organizational structure.

• Staff coverage rate, measuring how consistently administrative roles are filled relative to planned headcount.
• Budget variance percentage, reflecting how closely actual office expenditures track against the approved annual plan.
• Vendor contract renewal cycle, measuring proactive renegotiation rate before lapse or service disruption occurs.
• Onboarding completion rate within target timeline, for both administrative hires and incoming staff supported by the team.
• Event delivery accuracy, measured by on-time execution and adherence to scope for Board and executive-level meetings.
• Typical tools: office productivity suites (commonly Microsoft Office Suite); expense management platforms (commonly Concur or NetSuite).

• Base Salary Range: $65,000 to $95,000 annually, depending on location and company size
• Bonus: Annual discretionary bonus, typically 5 to 10 percent of base salary
• Equity: Rarely offered at this level; possible at senior-tier or PE-backed firms
• 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 stipend, commuter benefits, hybrid schedule eligibility

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

Successful completion of a background check is a condition of employment for this position. All qualified applicants will receive consideration 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. Applicants requiring a reasonable accommodation to participate in the hiring process are encouraged to submit a request. Candidates must be authorized to work in the United States.

The Administrative Services Manager owns the full administrative operations of an academic department, from staffing and training Administrative Coordinators to monitoring Workday Financials and preparing annual budgets. Reporting to the Chair and Program Director, this role delivers a well-coordinated, student-focused environment that enables faculty and staff to meet institutional goals efficiently.

Key Responsibilities

• Serve as the main point of contact for communications with students and University personnel.
• Hire, train, manage, and lead Administrative Coordinators and student staff in team meetings.
• Ensure reception is staffed and coordinate and delegate tasks with clear expectations on quality and timeliness.
• Ensure Administrative Coordinators are trained in Microsoft programs and University systems, and plan ongoing training.
• Conduct performance appraisals and encourage professional development for Administrative Coordinators.
• Review daily workflow and ensure timely completion of projects, special assignments, and departmental events.
• Provide direct support to the Chair and Program Director, delegating tasks and making workflow recommendations.
• Write and develop resources to ensure consistency, and act as liaison between faculty, staff, and the Assistant Dean.
• Monitor Workday Financials, collaborate on budget reports, and submit expense reports and requisitions.
• Prepare annual Capital and Operational budgets with Chairs and the Dean's Office.
• Lead onboarding activities for new staff and faculty on University systems and resources.

Required Qualifications

• Bachelor's degree required.
• 1+ years of experience with a bachelor's degree, or 3-5 years of relevant experience.
• Supervisory or management experience preferred.
• Demonstrated experience in a high-volume, customer-focused environment.
• Strong computer skills with proficiency in Microsoft Office.
• Excellent written and verbal communication skills.
• Strong ability to work in a team-oriented environment.
• Ability to handle difficult situations and confidential material with sensitivity and professionalism.
• Availability to work evenings and weekends as needed for departmental and college events.

Embedded within the broader operations and HR functions, the Administrative Services Manager develops and implements administrative processes, manages office equipment contracts, and prepares annual budgets to sustain organizational efficiency. Working closely with Human Resources and senior management, this role shapes staffing standards, coordinates Board of Directors meetings, and keeps interdepartmental operations running on time and within budget.

Core Functions

• Manage office activities, evaluate administrative staff, and set goals and deadlines to achieve maximum productivity.
• Manage and assist with office equipment contracts, lease negotiations, invoice tracking, and service agreements.
• Develop, review, and implement administrative processes, procedures, and systems, including records maintenance.
• Track operational costs and maintain office efficiency by enforcing budgets, guidelines, and timelines.
• Purchase and oversee maintenance, repair, and replacement of office equipment and ensure all areas are well-maintained.
• Manage and coordinate maintenance, mail, messenger, clerical, printing, and telecommunications services with IT.
• Prepare annual budgets, schedule expenditures, analyze variances, and initiate corrective action as needed.
• Liaise with senior management and partner with Human Resources to recruit, train, and establish staff standards.
• Assist with employee travel planning, management, and executive expense reporting.
• Maintain professional knowledge through workshops, publications, and professional networks.
• Ensure interdepartmental requests are addressed in a timely manner and research and manage new office programs.
• Collaborate with Human Resources on quarterly employee events and lead coordination of Board of Directors meetings.

Qualifications & Experience

• Bachelor's degree in management, business, or a related field.
• 5 years of proven experience in an Executive Administrative or Office Manager role.
• 3-5 years of supervisory experience.
• Demonstrated general administrative skills at an advanced level, with strong attention to detail and independent judgment.
• Experience exercising discretion and confidentiality with sensitive company information.
• Strong organizational and project management skills.
• Advanced proficiency in MS Office Suite, including Excel, Word, Outlook, and PowerPoint.
• Must be articulate with strong written communication skills and a polished, professional appearance.
• Travel and event planning experience preferred.

Reporting to the Director, the Administrative Services Manager oversees faculty assistant supervision, labor accounting, and staff onboarding across multiple buildings within a higher education setting. Partnering with Human Resources and the Office of the Dean on sensitive employment matters, this role shapes a well-coordinated academic operations environment that supports faculty, staff, and institutional compliance.

Primary Duties

• Work closely with Human Resources and the Office of the Dean on sensitive and confidential employment matters.
• Supervise and advise faculty assistants to ensure quality performance and teamwork.
• Assist senior staff and professors with hiring procedures, onboarding, payments, extensions, terminations, and job changes.
• Oversee timesheets and absence approvals for bi-weekly staff and students, and resolve all payroll issues.
• Assist the Director in managing Labor Accounting for all faculty and staff, and assist with the Conflict of Interest process.
• Collaborate with departments and administrators regarding academic operations and deadlines.
• Assist with space management across multiple buildings.
• Manage support staff meetings for bi-weekly staff on policies and compliance.
• Handle onboarding and departure processes for staff, lecturers, and postdocs.
• Manage support assignments for faculty assistants and program coordinators and oversee annual performance reviews.
• Maintain the Dean's Office website and the shared guides and instructions folder.

Skills & Qualifications

• Bachelor's degree preferred.
• 4-6 years of relevant experience in nonprofit or higher education management, including supervising multiple staff members.
• Knowledge of Finance and Personnel Systems, with excellent organizational, analytical, and time-management skills.
• Detail-oriented with a proactive approach and demonstrated ability to manage multiple deadlines in a fast-changing environment.
• Proficiency in Microsoft Word and Excel, with the ability and enthusiasm to learn new systems as needed.
• Experience with PeopleSoft, Labor Accounting, TAM, JobX, TimesheetX, iCims, Academic Hiring Systems, Information Warehouse, Drupal, and Dropbox preferred.
• Excellent oral and written communication skills.
• Excellent judgment, intercultural skills, and sensitivity, with the ability to build an inclusive and harmonious work environment.

Sitting at the intersection of office administration and financial operations, the Administrative Services Manager greets visitors, coordinates facilities, manages client invoicing, and oversees accounts receivable and payable for a corporate environment. Operating across the Marketing Department, vendor relationships, and fleet management, this role ensures that front-office services and financial processes remain accurate and responsive to business needs.

Duties

• Greet visitors, direct them to offices, and maintain a professional appearance of all common areas.
• Offer administrative and executive support, including filing, answering calls, responding to emails, preparing documents, and making travel arrangements.
• Inventory, order, and maintain office and break room supplies, and serve as the point person for maintenance, mailing, shipping, and errands.
• Plan in-house or off-site activities, conferences, and celebrations, and organize meetings and appointments.
• Assist new hires with office set-up, introductions, and orientation.
• Manage client invoicing, deposits, payment tracking, and all aspects of accounts receivable for Houston clients.
• Process accounts payable, including vendor set-up, invoice entry, coding, and approval tracking.
• Provide occasional assistance with timesheet submission and employee expense report preparation.
• Manage professional and business licenses, vendor relationships, and fleet vehicles, including maintenance.
• Maintain office furniture and fixture inventory, including computer equipment, phones, and iPads.
• Assist the Marketing Department with occasional proposal printing, binding, and delivery.

Requirements

• Associate degree required, with a bachelor's degree preferred.
• 5+ years of experience in an office setting, with proven office management and administrative experience.
• Knowledge of accounting, data management, and administrative management practices and procedures.
• Knowledge of clerical practices and procedures.
• Customer-service oriented with the ability to take initiative and complete complex tasks with minimal supervision.
• Excellent time management skills with strong attention to detail and problem-solving ability.
• Strong organizational and planning skills.
• Knowledge of accounting software.
• Proficient in Microsoft Office Suite.
• Highly organized multitasker with excellent written and verbal communication skills.

A key member of the Fire Department's leadership team, the Administrative Services Manager develops and administers operating and capital budgets across the General Fund, Capital Improvement Program Fund, and Public Safety Grants to keep financial operations aligned with funding priorities. Collaborating across executive management and grant-funding bodies, this role delivers complex fiscal analysis, policy oversight, and long-range financial planning that sustains the department's service capacity.

Functions

• Develop, implement, and manage Fire Department operating and capital budgets, including General Fund, Capital Improvement Program Fund, and Public Safety Grants.
• Develop short-term and long-term financial plans and ensure operational objectives align with funding priorities.
• Identify opportunities to improve service delivery and implement resource improvements.
• Oversee the department's accounts payable, accounts receivable, and special cash funds.
• Administer purchasing program, including procurement cards, monthly reconciliation, and purchase orders.
• Manage and modify all department fiscal policies and procedures as needed.
• Monitor and audit department internal controls and implement policy changes as needed.
• Reconcile and apply multiple grants.
• Provide complex guidance to executive management and prepare and present high-level reports and correspondence.
• Attend meetings that may occur on evenings or weekends as needed.

Experience & Qualifications

• Bachelor's degree in finance, accounting, or a similar field.
• 5-7 years of professional experience in governmental finance, accounting, budgeting, and/or auditing, with some progressive leadership experience.
• Comprehensive knowledge of government budget preparation and analysis, GASB policies and standards.
• Intermediate analytical skills with strong attention to detail and ability to work independently on time-sensitive assignments.
• Ability to learn and administer financial or budget software systems, and to develop forecasting and modeling.
• Ability to understand and apply grant and multi-year budgeting requirements.
• Proficient in Microsoft Office, including Word, Excel, Access, and Outlook.
• Proficient in budgeting, financial, and third-party reporting software.

Efficient secretarial operations in a mid- to large-sized law firm depend on the Administrative Services Manager, who coordinates and manages secretarial and shared support services, evaluates sharing arrangements, and defines performance standards for the team. Based within a client-service-focused environment, this role acts as a liaison between attorneys and support staff while resolving workflow issues and driving best practices across the firm.

Accountabilities

• Coordinate and manage secretarial and shared support services resources to maximize utilization.
• Anticipate resource and business issues to align staffing and allocate attorney/secretary assignments.
• Create greater efficiencies and productivity for secretarial and shared support services.
• Develop and lead initiatives to promote best practices and effective working relationships.
• Evaluate all secretarial sharing arrangements regularly to ensure efficient use of resources.
• Foster an environment of teamwork and cooperation, and proactively resolve issues between staff and principals.
• Identify performance standards, provide evaluations, determine training needs, and coordinate salary and bonus reviews.
• Maintain attendance, vacation, and PTO records to ensure coverage for absences.
• Act as liaison between attorneys and secretarial and shared support services staff.

Technical Qualifications

• Bachelor's degree or equivalent experience required.
• 5 years of supervisory or coordinator-level experience in a mid- to large-sized firm, including responsibility for coordinating workflow.
• Strong client service skills, responding decisively and effectively to requests and issues.
• Strong team management and leadership skills in a client service-focused environment.
• Excellent analytical and judgment skills with the ability to manage confidential matters with discretion.
• Excellent written and verbal communication skills.
• Advanced knowledge of MS Office, experience with budgeting software, and proficiency with document management software.

As the Administrative Services Manager, this role manages executive calendars, coordinates large-scale events, and supports hiring workflows, including background checks, onboarding plans, and exit interviews within a real estate or property management environment. The broader operations team relies on this work to maintain organized records, seamless vendor and technology setups, and polished communications that keep the business running day to day.

Activities

• Manage calendar, schedule appointments, and plan and coordinate travel.
• Perform copying, collating, binding, and desktop publishing, and create reports.
• Plan, coordinate, and administer small and large events.
• Develop and edit presentations, and coordinate web and video conferences.
• Maintain and organize paper and electronic files.
• Create and manage expense reports, and compose letters, reports, emails, and proposals as needed.
• Handle mail, phone lists, meeting scheduling, invoice processing, vendor setup, and new hire computer setup.
• Open requisitions, conduct background checks, maintain organization charts, and develop talent analysis documents.
• Maintain employee files, conduct new hire orientations, and set up new hires with the necessary paperwork.
• Prepare new employee announcements and onboarding plans, and conduct exit interviews as needed.

Position Requirements

• College degree preferred.
• 5-7 years of experience supporting executives, with office management experience a plus.
• Experience in real estate, commercial, property management, construction, or home building preferred.
• Strong experience developing processes, procedures, and process flow documents.
• Ability to maintain confidential and proprietary information.
• Advanced proficiency in Microsoft Office, including Word, PowerPoint, Excel, and Outlook required, with Visio a plus.
• Ability to work independently and exercise delegated decision-making.
• Proactive, flexible, and able to excel in a fast-paced environment with changing priorities.
• Exemplary written and verbal communication skills with superior organization and project management skills.

Administrative Services Manager leads secretarial services teams across two Philadelphia office locations, continually improving processes for efficiency while overseeing hiring, onboarding, outsourced reception compliance, and conference room and event coordination. Success in the position means serving as the primary backup to the US Director of Administration on all Philadelphia-related matters, meeting regularly with the Office Managing Partner to problem-solve and plan future activities.

Operational Focus

• Manage secretarial services and teams in Philadelphia, continually improving processes for efficiency and productivity.
• Anticipate business issues to align staffing, allocate lawyer/secretary assignments, and oversee hiring, onboarding, and training.
• Develop and lead initiatives for best practices in secretarial services and evaluate sharing arrangements regularly.
• Foster teamwork and proactively resolve issues between secretarial team members and principals.
• Define performance standards, provide evaluations, coordinate salary and bonus reviews, and promote continuous development and mentoring.
• Ensure sufficient secretarial resources at all times, approve vacation requests, and maintain attendance and sickness records through Workday.
• Oversee document processing vendor compliance with KPIs and SLAs, monitor performance, and communicate with end users on satisfaction.
• Serve as an ambassador for Dechert 24/7 services and participate in new hire orientation.
• Plan, organize, and implement day-to-day administrative operations for both Philadelphia office locations.
• Ensure the outsourced reception team meets service level agreements, coordinate workstation assignments, and maintain the Philadelphia intranet page.
• Oversee conference rooms, coordinate wellness and special events, manage monthly billing, and support budget planning.
• Create and conduct New Hire Orientation, manage client events, coordinate vendors, and maintain a safe and secure workplace.

Knowledge, Skills & Abilities

• Bachelor's degree or equivalent experience required.
• Prior experience in a law firm strongly preferred.
• 3+ years of supervisory and/or secretarial team coordination experience preferred.
• Strong team management and leadership skills in a client service-focused environment.
• Excellent written and verbal communication skills, with strong interpersonal skills.
• Strategic thinker able to anticipate challenges and make objective, independent judgments.
• Ability to prioritize and coordinate own work and the work of others, and maintain confidentiality.
• Ability to think critically under pressure and work productively with others at all levels of the organization.
• Ability to constantly learn new skills as needed.
• Advanced knowledge of MS Office.
• Experience with budgeting software and proficiency with document management software.

The Administrative Services Manager produces a smoothly run office environment by managing day-to-day operations, including visitor engagement, calendar coordination via Microsoft Outlook, travel arrangements, and vendor relationships for a growing team. Reporting to senior leadership and supporting all levels of the organization, this role advances operational efficiency through proactive scheduling, event coordination, and employee onboarding and offboarding processes.

Key Deliverables

• Manage all aspects of office day-to-day operations, including engaging with visitors, answering and directing calls, coordinating mail and deliveries, and maintaining common areas.
• Manage office supply inventory and other office management responsibilities.
• Manage calendar using Microsoft Outlook, including scheduling meetings and assisting with video conferences.
• Prepare and submit expense reports for travel and business-related expenses on a timely basis.
• Assist with domestic and international travel, including flights, hotels, and car services.
• Coordinate internal and external business meetings, including invitations, room reservations, setup, and catering.
• Prepare and assist with PowerPoint and Excel documents, presentations, and other assignments as requested.
• Arrange team events and functions.
• Assist with onboarding and offboarding of employees.
• Perform basic office IT setup and maintenance, including printer and monitor setup.
• Manage relationships with office vendors and building management.

Professional Experience

• Bachelor's degree in business administration, communications, or a related field preferred.
• Minimum 2 years of relevant administrative experience.
• Must work independently without constant supervision and follow tasks through to completion.
• Articulate, proactive, and able to effectively multi-task with high professionalism.
• Must be extremely organized with the ability to manage multiple projects simultaneously.
• Strong computer skills with proficiency in Microsoft Office Suite required.
• Experience with Concur expense management and Salesforce a plus.
• Strong verbal and written communication skills.
• Availability outside standard business hours during certain periods of the year.

Embedded within the Gaithersburg facility's operations team, the Administrative Services Manager oversees facilities operations, coordinates space allocation, and manages vendor and maintenance contracts to keep the workplace fully functional. Working closely with the Chief Operating Officer, Chief Medical Officer, and other Senior Executive Team members, this role advances executive efficiency by managing travel, expense reporting, and company-wide meetings and events in a Biotechnology or Biopharma setting.

Areas of Ownership

• Provide administrative support and planning, including company meetings and events.
• Track executives' expenses, prepare expense reports, and book travel as necessary.
• Support other functional areas and senior leadership with special projects as needed.
• Monitor and purchase office supplies, equipment, and electronics, and coordinate furniture purchases and installation.
• Coordinate with vendors to order and maintain kitchen supplies and equipment.
• Coordinate with the Property Manager to oversee maintenance and repair of machinery, equipment, and systems.
• Liaise with the facility landlord.
• Update and maintain vendor preventative maintenance and annual contracts.
• Serve as a point of contact for cleaning services.

Education & Experience

• Bachelor's degree in Business or a related discipline preferred.
• Minimum of 10 years of experience supporting office operations and administrative responsibilities.
• 8+ years in an Executive Administrative capacity supporting C-level executives, ideally in the Biotechnology or Biopharma industry.
• Proven ability to oversee facility maintenance.
• Excellent computer skills with proficient or advanced proficiency in Microsoft Suite, including Word, Excel, PowerPoint, and Outlook.
• Experience using Concur and NetSuite.
• Willingness to take on additional responsibilities and ability to prioritize work across multiple projects.
• Demonstrated ability to effectively handle confidential information.

Reporting to senior office leadership, the Administrative Services Manager builds and manages a collaborative Executive Assistant team by recruiting, coaching, and matching EAs with partners based on support needs and individual strengths. Partnering with partners and consulting staff across the organization, this role refines team performance through individualized training, real-time feedback, and structured performance evaluations that raise EA effectiveness and job satisfaction.

Role Responsibilities

• Build and manage a collaborative EA team that supports partners, consulting staff.
• Develop knowledge of partners' support needs and EAs' strengths to create effective EA/partner matches.
• Recruit, interview, and hire EAs while adhering to the support model.
• Lead, coach, and motivate team members to enhance effectiveness, efficiency, and job satisfaction.
• Assess development needs, provide real-time feedback, and arrange individualized or group training.
• Conduct thorough performance evaluations based on a defined set of expectations.
• Assist with EA connectivity, oversee timesheet reviews, coordinate backup and overflow coverage, and manage PTO.
• Provide strategic project support and input on location morale, and serve as a leader, advisor, and sounding board.
• Plan, lead, manage, and execute off-site office events.

Background & Experience

• Undergraduate degree strongly preferred, or proven supervisory experience in a professional services environment.
• Strong leadership skills with demonstrated ability to coach and motivate team members.
• Exceptional interpersonal, oral, and written communication.
• Good at conflict resolution.
• Strong problem-solving ability with willingness to make independent decisions and engage in strategic discussions.
• Strong integrity, maturity, and fairness in handling confidential information and interpersonal matters.
• Outstanding administrative and organizational skills.
• Excellent customer-service orientation with the ability to build and cultivate strong relationships across all levels.

Sitting at the intersection of administrative strategy and team performance management, the Administrative Services Manager implements the overall support strategy, oversees day-to-day operations, and manages hiring, onboarding, and compensation across the local administrative organization. Operating across BST leadership, Partners, Principals, and the broader ASMT, this role develops service quality metrics and budget compliance processes that directly sustain BCG's client-facing operational standards.

Job Functions

• Implement the overall strategy for administrative support and work with office leadership to align on the type and amount of support provided.
• Act as a go-between for assistants and the people they support, understand customer needs, and cultivate relationships with Partners and Principals.
• Advocate for the team while balancing business needs and actively manage misalignments on expectations.
• Oversee day-to-day operations and work with the Team Specialist to ensure timely assignments, schedule coordination, and accurate timesheet and expense management.
• Hold regular team meetings, prepare the annual operating budget, and ensure budget compliance.
• Develop and implement a hiring and onboarding plan, partner with HR on recruitment strategy, and anticipate team attrition and growth.
• Manage overall team performance and development, including coaching, feedback, promotion recommendations, and compensation.
• Create and promote a stimulating work environment through professional development programs and team training initiatives.
• Monitor service quality metrics, establish measurement processes, gather and report data, and recognize issues with timely solutions.
• Provide regular updates to BST leadership and participate actively as a member of the ASMT on projects and initiatives.
• Make recommendations and assist in formulating administrative procedures and operations.

Required Qualifications

• Bachelor's degree or equivalent work experience.
• 5+ years of experience, ideally in a supervisory role, with several years managing large teams preferred.
• Experience working within a complex matrix organization is beneficial.
• Able to perform successfully in a fast-paced, service-oriented environment and interpret guidelines flexibly.
• Able to juggle competing priorities while maintaining sight of overall objectives.
• Able to identify, analyze, and proactively solve problems, and handle difficult situations with poise and tact.
• Comfortable pushing back and managing confidential situations with professionalism.
• Projects confidence and excels in leading, mentoring, and motivating an administrative services team.
• Organized with strong attention to detail and open to implementing change management.
• Able to build effective relationships across all stakeholders with high levels of customer service and sensitivity.
• Infrequent travel and occasional evening and weekend work may be required.

A key member of the administrative leadership structure, the Administrative Services Manager oversees budget management, EEO reporting, secretarial support, and systems training across a diverse functional area or business group. Collaborating across project teams, HR, and other functional areas, this role guides compliance, diversity programs, and operational problem-solving to help the organization meet its fiscal, staffing, and service delivery goals.

What You'll Do

• Ensure compliance with organization policies and regulations, and effective customer service.
• Recommend and implement internal policies and procedures, and interpret and apply company policies.
• Manage the budget to meet fiscal goals and perform financial and staffing analysis, coordinating account reconciliation and budget reporting.
• Advise management of serious variances with recommended solutions, and may manage complex transfer pricing agreements.
• Supervise ancillary functions including secretarial support, systems development, communications, and training.
• Provide human resources support, including hiring, salary determination, and performance evaluation processes.
• Direct participation in diversity employment programs and compile EEO/AA statistics and reports.
• Facilitate, administer, and conduct training and educational programs, including professional development and systems training.
• Identify service and operational problems and provide project management support for developing and implementing solutions.
• Edit and produce organizational unit communications such as newsletters and directories.
• Establish partnerships with other functional areas and provide consultation to project teams on region-wide and inter-regional projects.

Qualifications & Experience

• Bachelor's degree in business administration or 4 years of directly related experience required, with a Master's degree preferred.
• High School Diploma or GED required.
• Minimum 5 years of experience managing a multi-disciplinary staff, with up to 3 years in the functional area preferred.
• Experience developing education and training programs.
• Experience with budget management and development.
• Ability to adapt to constantly shifting priorities across a wide range of projects.
• Basic proficiency in computer systems and MS Office applications.
• Team player, tactful and diplomatic with strong interpersonal skills.
• Ability to work in a Labor/Management Partnership environment.

Reliable front-office accuracy and client satisfaction at a scientific facility depend on the Administrative Services Manager, who coordinates daily workflow across Client Services and Traffic Teams, resolves client issues, and supports the administration of work orders, invoicing, and purchase orders. Serving as the operational anchor for laboratory departments, this role advances departmental productivity by identifying efficiencies, supervising billing compliance, and providing on-site IT troubleshooting support.

Day-to-Day Responsibilities

• Coordinate and monitor daily workflow among Client Services and Traffic Teams, working proactively with laboratory departments.
• Interact with and respond to client requests, ensuring timeliness, accuracy, and integrity of service, and resolve customer issues.
• Identify and implement efficiencies to increase accuracy, productivity, and cost effectiveness.
• Support and monitor the administration of work orders, invoicing, payables, receivables, and purchase orders for the facility.
• Supervise administrative staff to ensure CODs are billed, deposits are made, and paperwork is forwarded to corporate.
• Monitor courier routes and ensure traffic personnel comply with policies and procedures.
• Assist Corporate HR with maintenance of employee records and activities related to insurance, 401(k), and personnel transactions.
• Assist the Technical Sales Executive in developing and maintaining business for company growth.
• Support as on-site IT, troubleshooting local systems and equipment, including file servers and domain controllers.

Skills & Qualifications

• Bachelor's degree in a business-related field.
• 5-7 years of related work experience, with experience in a scientific environment desired.
• Working knowledge of HR concepts, practices, and procedures.
• Strong working knowledge of desktop support.
• Proven ability to strategically manage a department or office with good judgment in stressful situations.
• Strong problem-solving, decision-making, and conflict resolution skills.
• Committed to detailed, accurate, and timely results with high technical and analytical abilities.
• Effective written and verbal communication skills.

As the Administrative Services Manager, this role oversees Patient Administrative Services functions, including patient registration, scheduling, preregistration, and prior authorization workflows within a healthcare revenue cycle environment. The Patient Access leadership team relies on this work to maintain service standards, staff accountability, and coordinated departmental operations that meet patient and organizational needs.

Scope of Work

• Assist Senior Managers of Patient Access with policies, procedures, annual budgets, and strategic initiatives.
• Hire, orient, train, conduct performance evaluations, handle corrective actions, and provide a goal-oriented work environment.
• Review recommendations and provide guidance and counseling to staff on employee relations matters.
• Identify, plan, implement, and analyze workflows to optimize patient registration, scheduling, preregistration, prior authorization, and other Patient Administrative Services functions.
• Ensure employees maintain service standards and accountability.
• Ensure departmental functions are coordinated with other services and departments to meet customer needs.
• Provide technical and training support to Patient Administrative Services staff, technical staff, physicians, and nurses.

Requirements

• High school diploma or GED required.
• Bachelor's degree in Business Administration, Hospital Administration, or a related field preferred.
• 3 years of experience in patient registration, including working knowledge of the healthcare revenue cycle.
• 2 years in a leadership role.
• Supervisory or lead project experience preferred, ideally in Revenue Cycle or an acute care hospital.
• Patient Financial Services experience preferred.
• Good interpersonal communication skills.

Administrative Services Manager advances program security operations by managing personnel, information, special access, facilities, and automated systems security within a DoD acquisition environment, including maintaining SharePoint portals and overseeing SAMP, APB, and FM spending plan documents. The work directly supports the Government Program Security Manager and senior stakeholders by providing executive-level briefings, courier authorization oversight, and compliance with DoD 5000 and SOF unique processes.

Work Activities

• Manage acquisition program security of personnel, information, special access, facilities, automated systems, and security operations.
• Validate security clearance and eligibility data using JPAS.
• Administer courier operations and the authorization process.
• Maintain security forms and security container combinations.
• Maintain the SharePoint portal and coordinate semi-annual PEO-level briefings.
• Assist the Government Program Security Manager and mail packages as required.
• Develop and update SAMP, APB, and FM spending plan documents, and oversee DoD 5000, JCIDS/SOFCIDS, and SOF unique processes.

Experience & Qualifications

• Bachelor's degree in a relevant field.
• At least 10 years of relevant experience, including at least 3 years in data management, SharePoint, and records management.
• Functional experience as a military files or records management specialist.
• Experience with task management systems, building executive-level briefings, and applying acquisition experience to official responses.
• Knowledge of principles and practices of team building, with the ability to establish performance goals and assess progress.
• Ability to adjust work operations to meet changing programs and requirements while maintaining quality.
• Strong working knowledge of Microsoft Office Suite.
• Knowledge of Portal System Administration for entire organizations is highly desired.
• Effective oral and written communication skills, with the ability to perform as part of a diverse team.

The Administrative Services Manager coordinates office and facilities operations across a multinational company, from supervising the Office Administration team and Receptionist to negotiating Shanghai and branch office leases and managing government compliance, including fire safety and hazardous material disposal. Reporting to senior leadership and interfacing with cross-functional departments, this role executes administrative policies, safety programs, and key company events that sustain a well-governed and compliant workplace environment.

Performance Expectations

• Provide direct supervision and management of the Office Administration team, including Receptionist, Office Coordinator, and Company Driver, as well as Facilities.
• Ensure all work assignments and delegations are handled correctly and timely in accordance with company policies.
• Assist with daily office operations, providing guidance to the team and coordinating with other departments.
• Enforce and improve administration policies and processes, and help draft, revise, and finalize policies as needed.
• Handle government reports, audits, and checks, including fire safety, work environment, and hazardous material disposal.
• Manage safety programs, including regular fire drills, emergency exit plans, and health and safety training.
• Assist with special government programs, including applications and registrations.
• Plan, organize, and support key events, including regional planning meetings and company parties.
• Negotiate and manage office and apartment leases, including Shanghai and all branch offices.

Technical Qualifications

• Bachelor's degree or above.
• Minimum 5 years of administrative experience in a multinational company.
• Proficient in office software.
• Proactive, result-oriented, and highly attentive to detail with a passion for excellence.
• Strong sense of responsibility with the ability to work independently and under pressure.
• Strong problem-solving and organizational skills with the ability to handle complex situations.
• Good cross-functional communication and interpersonal skills, with high integrity.
• Fluent in oral and written English.