Administration Manager job 

description

An Administrative Manager is a professional who coordinates an organization's

administration system and general workflows. They supervise an
administrative team and ensure daily office tasks are

Administration Manager responsibilities include:

 Planning and coordinating administrative procedures and systems and

devising ways to streamline processes
 Recruiting and training personnel and allocate responsibilities and office
space
 Assessing staff performance and provide coaching and guidance to ensure
maximum efficiency

Job brief

Administration Manager- to supervise daily support operations of the

company and plan the most efficient administrative procedures. They lead a
team of professionals to complete a range of administrative duties in different
departments.

A great administration manager has excellent communication and

organizational skills. The ideal candidate will be well-versed in departmental
procedures and policies and will be able to actively discover new ways to do the
job more efficiently.

The goal is to ensure all support activities are carried on efficiently and
effectively to allow the other operations to function properly.

Responsibilities

 Plan and coordinate administrative procedures and systems and devise

ways to streamline processes
 Recruit and train personnel and allocate responsibilities and office space
 Assess staff performance and provide coaching and guidance to ensure
maximum efficiency
 Ensure the smooth and adequate flow of information within the company
to facilitate other business operations
 Manage schedules and deadlines
 Monitor inventory of office supplies and the purchasing of new material
with attention to budgetary constraints
 Monitor costs and expenses to assist in budget preparation
 Oversee facilities services, maintenance activities and tradespersons (e.g
electricians)
 Organize and supervise other office activities (recycling, renovations, event
planning etc.)
 Ensure operations adhere to policies and regulations
 Keep abreast with all organizational changes and business developments
What does an Administrative Manager do?

Administrative Managers help organize schedules and manage payroll and

personnel databases. They create reports to offer to other clerical roles. They
also set policies and procedures to ensure that staff members are well trained
and confident in their abilities.

What are the duties and responsibilities of an Administrative Manager?

An Administrative Manager’s duties include providing standard clerical duties

as assigned, including faxing and copying, organizing meeting schedules for
various departments, and filtering communications to the proper individuals or
offices. They are also responsible for writing reports, memos, and other
business documents in a clear, concise manner and helping with the handling
of human resources activities.

What makes a good Administrative Manager?

A good Administrative Manager can think on their feet, prioritize tasks by

deadline and organize a worklist. They need excellent organizational skills with
an ability to keep track of multiple streams for different stakeholders while also
having impeccable memory retention capabilities.

Who does an Administrative Manager work with?

An Administrative Manager will work alongside various administrators, such as

an Administrative Assistant. They assist with miscellaneous tasks and
administrative requests.

Administrative Management Functions of Modern Office

The office has to perform several secondary i.e. administrative management
functions.

The performance of secondary functions has no way connected with the

performance of primary functions i.e. basic functions. But, the operating
efficiency of an office can be maintained by performing administrative
management functions.
Some of the administrative management functions are discussed below.

1. Carrying out the Management Processes

The management processes should be properly carried out for effective
performance of primary office functions. There are three main management
processes. They are planning, organizing and controlling. Office can plan the
work according to objectives and policies of management. The planned work
can be properly organized for effective performance. The office can control the
performance through proper direction and by various coordinating activities.

2. Office Systems and Procedures

A well planned office systems and procedures are necessary for the efficient
and economical performance of office operations. Each part of the work should
be carefully analyzed for planning systems and procedures.

3. Purchase of Office Forms and Stationery

Office forms and stationery are the basic needs of an office. So, quality and
suitably designed forms and stationery should be purchased for the systematic
and speedy performance of office work. It is the function of the office to look
after the standardization, selection and purchase of office stationery and its
distribution to various departments as and when required.
4. Purchase of Fixed Assets
The term fixed assets refers furniture and fixtures, equipment, plant and
machinery, typewriter, computer and the like. There is a need of adequate fixed
assets for the efficient and economical performance of office work for the
different departments.

A standard procedure has to be followed for the selection and purchase of right
type of fixed assets separately. If so, the office work can be carried on
uninterruptedly. Then, the purchased fixed assets should be properly assigned
to various departments and employees to ensure their fullest utilization and
maintenance of such assets.

5. Staffing
The term staffing refers selection, training, placement and remuneration of
personnel. Efficient and economical performance of office work depends upon
proper staffing. The staffing function is not an easy job. In external
staffing and internal staffing, qualified and experienced employees have to be
selected and trained before placement.
Employees discipline has to be watched and gives adequate encouragement to
them. The office has to retain the interest of employees and loyalty in the
organization and maintain cordial relationship among the employees.

6. Safeguarding of Assets
The assets of an organization have to be safeguarded from misuse, loss or
damage by theft and fire or any other means. Assets are considered essential
for the proper functioning of the organization. Proper records should be
maintained for every type of assets.

7. Public Relations
An office can receive public such as customers, suppliers, employees, share
holders, government department officials and the like. The interests of these
persons are different in nature. It may be noted that these interests have been
fulfilled by the office. In nutshell, the office is not merely the eyes and ears of
an organization but extend its hands for the organization by providing warmth
and courtesy to the public.

10 Ways to Empower Your Teams to Be More Productive

Leading a team, whether it consists of 10 team members or 100, is never easy.
Grouping different types of people with different temperaments can often lead
to clashes, miscommunication and can impact workplace productivity. So
much so that it can drive you crazy. However, if handled with little tact, you
can make your team accomplish great professional goals. Getting them on the
same page is different, but making them work in unison to achieve a common
goal is no small feat.
No matter how productive your team is, there are always ways to be
incorporated to take workplace productivity to a whole new level.
Before jumping to the ways, let’s get into the depth of something that will be of
actual use for us. To understand productivity and efficiency better, how about
we get their definitions straight, shall we?
Efficiency signifies a level of performance that describes a process that uses
the lowest amount of inputs to create the most incredible amount of outputs.
On the other hand, productivity is the average measure of production
efficiency. It can be expressed as the ratio of the outputs to the inputs used in
the production process.
Now, without much ado, let’s discuss different ways bosses can improve their
team’s productivity and efficiency.
Ways to empower your teams to be more productive:
1. Give your team members ownership/ leadership
The best leaders in the business understand the power of ownership.
Giving ownership to the team members means nothing but letting them make
their own decisions and making them accountable for their work.
Making a team member accountable for his work induces a sense of
responsibility in him regarding his work. He starts to see his work differently so
that his decisions can impact the performance of the entire team.
Now, giving ownership can take different forms like leading a project, handling
the responsibility of a task, etc. It shows that you’ve entrusted your team
members and their capabilities to address a specific job. And when you do this,
you realize that there is nothing more powerful than building someone’s self-
esteem in your organization.

2. Ensure proper communication

Communication is one of the critical factors that contribute mainly to team
productivity. Without effective communication, businesses fail. Because in the
absence of communication, comes miscommunication and this breeds a lot of
failures. A lot of successful businesses thrive on effective communication. Now,
a project manager must ensure effective communication prevails in a team. 
Communication plays a significant role in helping team members to
understand their job responsibilities. And, if there is any communication gap,
it can lead to multiple confusions within a team, which will undoubtedly
impact the overall productivity of a team. Whether you need to onboard new
employees, deliver employee training, or have a place to house important
information, consider creating an online course to keep everyone aligned. 

3. Identify your team’s strengths and weaknesses

It becomes the duty of a manager or a team lead to discover their teammates’
talents and skills and keep them in mind while allocating tasks. Knowing their
skill-set is the back bone of producing a productive team.
For example, if someone in a team likes to think outside of the box, you can
make him pitch creative ideas in front of a client(s). Knowing that team
members are making the best use of their knowledge, expertise, and talents,
they look forward to contributing to the workplace. Making them use their
strengths will contribute to making your workplace better and productive than
before.

4. Team building exercises

Team productivity depends big-time upon the camaraderie between the team
members. If the team members get along and are aware of their strengths and
weaknesses, the workplace automatically becomes a happier place. If the team
members are happy from within, the team productivity and efficiency will
automatically shoot up.
When different people are working within a team, there is a likelihood that not
everyone will like each other. To beat the animosity between the team
members, you can incorporate some team building exercises. It will add some
fun elements and wash away any grudges or miscommunications between the
team members.
5. Wholesome work environment
The work environment and infrastructure are essential contributors in
improving team efficiency and productivity. According to a recent study, the
physical environment dramatically affects how employees feel, think and
perform at the workplace.
Due to this, many organizations are paying attention while designing their
office interiors. They make sure to incorporate bright lighting, a comfortable
furniture layout, and a touch of nature with the help of plants and flowers.
Besides the physical setting, the environment within the office premises also
impacts team productivity. Dominating boss, condescending employees, and
office politics can bring down an organization’s overall productivity and
efficiency.

6. Reward your employees

Employees work best when given a reason to do so – probably a monetary one.
They want their efforts to be appreciated and prefer to have a little more than a
‘virtual pat on the back from their bosses. That’s why many employers choose
to implement incentive programs to keep their employees motivated.
According to a recent study, 85% of the employees felt more motivated to do
their best in exchange for an incentive. These incentives can be in the form of
cash, free vouchers, paid vacation, extra time off, lunch-outs, etc.

7. Give them room to work

Every employee or team member works best when given an environment where
they are allowed to do the things ‘their way’. Most employees tend to lose
interest as soon as they are being micromanaged by their bosses or managers.
One of the many ways that can help you overcome this is to create a kickass
team. Define their job responsibilities and your expectations clearly to them.
Now, get out of their way and let them work on their own. At the same time, be
approachable so that if someone in your team has a question, they don’t need
to think twice to clarify their doubts. Always trust your team with utmost
confidence. This further strengthens their belief in themselves that helps them
to perform with their best abilities.

8. Praise a job well done

While for different employees, different things work in boosting their
productivity and efficiency at work. But for many of them, it is something as
simple as being acknowledged for their efforts. You know nothing can add to
productivity if an employee feels that his contribution isn’t valued enough.
Whereas appreciating them in front of the whole team can work wonders. 
Instead of virtual congratulatory words, this public act of appreciation inspires
others in the group to do their best. This promotes a healthy work culture in
an organization which will be an addition to boosting team productivity.

9. Give constructive feedback

Last but the most important on the list is to introduce a feedback process in a
team. There is no hope of boosting employee efficiency if they don’t know they
are being inefficient in the first place. This is why performance reviews and
constructive feedback are essential in increasing team productivity. Getting to
know about the areas of opportunities will motivate the team members to make
some changes in their working style.
When you are done with the feedback, ask them what you could do to help
them improve. Maybe they would like a little more guidance on certain tasks or
prefer a little more room for creative freedom. This encourages a culture of
open dialogue that will make future collaborations easier than before.