What Administrative Services and Facilities Managers Do
Administrative services managers plan, coordinate, and direct a broad range of services that allow organizations to operate efficiently.
Administrative services and facilities managers plan, direct, and coordinate activities that help an organization run efficiently. The specific responsibilities vary, but these managers typically maintain facilities and supervise activities that include recordkeeping, mail distribution, and office upkeep. In a small organization, they may direct all support services and may be called the business office manager. Large organizations may have several layers of administrative managers who specialize in different areas.
Administrative services and facilities managers typically do the following:
- Supervise clerical and administrative staff
- Set goals and deadlines for their department
- Develop, manage, and monitor records
- Recommend changes to policies or procedures in order to improve operations, such as reassessing supplies or recordkeeping
- Monitor facilities to make sure that they remain safe, secure, and well maintained
- Oversee the maintenance and repair of machinery, equipment, and electrical and mechanical systems
- Make sure that facilities meet environmental, health, and security standards and comply with regulations
Administrative services and facilities managers plan, coordinate, and direct a broad range of activities that allow organizations to run efficiently. An organization may have several managers who oversee services for multiple departments, such as mail, printing and copying, recordkeeping, security, building maintenance, and recycling.
Specific tasks and responsibilities may vary. For example, an administrative services manager might be responsible for making sure that the organization has the supplies and services it needs. A manager who coordinates space allocation might consider employee morale and available funds when determining how to arrange a physical space.
Administrative services and facilities managers may examine energy consumption patterns, technology use, and office equipment. They also may plan for maintenance and replacement of equipment, such as computers.
The following are examples of types of administrative services managers:
Facilities managers oversee buildings, grounds, equipment, and supplies. Their responsibilities cover several categories, including operations, maintenance, and planning and managing projects.
Facilities managers may oversee renovation projects to improve efficiency or to meet regulations and environmental, health, and security standards. For example, they may recommend energy-saving alternatives or efficiencies that reduce waste. In addition, they continually monitor facilities to ensure that the premises are safe, secure, and well maintained. Facilities managers also direct staff, including grounds maintenance workers, janitors and building cleaners, and general maintenance and repair workers.
Records and information managers develop, monitor, and manage an organization’s records. They provide information to chief executives and ensure that employees follow records and information management guidelines. They may direct the operations of onsite or offsite records facilities. These managers also work closely with an organization’s attorneys and its technology and business operations staff. Records and information managers do not handle medical records, which are administered by medical and health services managers.