WHAT IS AN ADMINISTRATIVE OPERATIONS MANAGER ?
The Administrative Operations Manager oversees all company vendors and partnerships, managing contracts, costs, renewals, and vendor transitions. This role involves scouting new vendors, crafting proposals, and preparing reports to support vendor-related activities. The manager also supervises the Administration, General Affairs, and IT teams, aligning team initiatives with the department's goals and objectives to ensure successful outcomes. Additionally, this position manages the company's credit card program, vehicle fleet, ensuring compliance with policies, maintaining registrations and insurance, and managing vehicle service needs and disposals to optimize value.
An Overview of Administrative Operations Manager Job Description Responsibilities and Qualifications
1. Administrative Operations Manager Roles and Responsibilities
- Create, maintain, update, and own the oversight and management of all department standard operating procedures in order to support knowledge share and learning across the team.
- Prepare reports and present department progress weekly to the Director of HR.
- Evaluate, compare, and improve any updates to or a need to establish companywide policies in support of management’s feedback, requests, and needs as the business changes.
- Manage the relationship between the Rio Vista building tenants and vendors, including managing tenant contracts and working with vendors to quickly resolve any facilities issues.
- Act as the primary point of contact for the building property management team, attend monthly meetings, discussing building management needs, reporting meeting minutes, establishing goals, and completing them.
- Oversee building maintenance and upgrades as needed, working to improve the aesthetic and function of the building, including but not limited to, bathroom upgrades, elevator repairs or replacement, painting, window washing, parking, etc.
- Own the process of managing all automotive, property, ocean cargo, and general liability policies.
- Create policies, update as required, and ensure enforcement of all company processes when employees are assigned company vehicles and in the use of them.
- Purchase new company vehicles as needed, assign vehicles to employees who require a company provided vehicle, and ensure timely delivery or return of these vehicles when action is needed to support.
- Provide input and partner with human resources regarding company vehicle allowances, assist with researching current rates, make updates on an annual or as needed basis, and overall management of the company leased vehicles program.
- Serve as the primary point of contact for all events management, including involvement in detailed planning, creating proposals, obtaining quotes and pricing in the current market at time of planning, and creating budget plans for each event year.
- Create, maintain, and update a master companywide event plan for the calendar year.
- Coordinate and manage two major company events, the company picnic and holiday party.
- Create and coordinate opportunities for company wide volunteer events each year, reporting on such activities and the results/feedback from employees for each as to whether or not the experience was successful.
- Manage the company’s travel and expense policy in partnership with company management and the finance team, and work with the administrative team to resolve any issues related to travel.
- Create and manage input of all company related expenses into the company purchase order system after careful review of invoices, and report input and request approval from the Director of HR with details pertaining to each expense.
- Review all company-related travel expenses in coordination with adhering to and enforcement of company policies.
- Update and maintain policies as needed or requested by management, and communicate those changes to the employees.
- Audit and investigate any items that violate company policy or require further investigation, and report to HR.
- Manage company related purchase orders including, but not limited to: office supplies, FedEx, UPS, maintenance of copy machines, printers, and other assets and liabilities and maintain and update company policy regarding these programs.
- Input of all purchase orders for approval into the company expense management system.
- Participate in meetings with management and finance regarding these programs.
- Review and address employee requests and needs as it relates to building access or office administration/management.
- Work with management and the executive team regarding all support needs.
- Partner with HR and IT to prepare for any incoming new hires to ensure proper assignment of company property, establishment access, creation of necessary profiles, etc. to create a positive onboarding experience.
- Ensure reception area and lobby are being managed and maintained and provide oversight and feedback to the company Receptionist as needed.
- Manage the company’s employer provided daily lunch program, which includes lunch ordering, selection of lunch vendors, and understanding of any employee allergies to foods, etc.
2. Administrative Operations Manager Requirements and Qualifications
- Bachelor’s Degree or equivalent level of experience
- Minimum of 10 years of experience managing a broad spectrum of office administration as well as understanding of the general operations of an administrative team, including managing a team.
- Minimum of 10 years of experience with facilities management and property management.
- Minimum of 10 years with expense management, contracts management, and vendor management.
- Minimum of 5 years planning company related events, to include coordination, budgeting, planning and delivery.
- Strong internal partnership building skills with the ability to work with a diverse group of individuals.
- Master at both verbal and written communication skills, with a clean eye for detail, thoroughness, and thought forward approach to providing detail in advance of requests or questions.
- Ability to work in a dynamic, fast paced and high transactional environment.
- Meticulous attention to detail and ability to work with, report to, and present to management or high level executives in an organization.
- Must be dedicated and passionate about administrative and office related management.
- Previous exposure to IRA rules, processing, rules and regulations a plus.
- Strong organizational, time management, and planning skills required.
- To perform this job successfully, an individual should have knowledge of Microsoft Office software; and be proficient on applicable databases, systems and vendor software programs.
- Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
- Ability to write reports, business correspondence, and procedure manuals.
- Ability to effectively present information and respond to questions from groups of managers, employees, and external partners
- Ability to define problems, collect data, establish facts, and draw valid conclusions.