Administrative Services and Facilities Managers

Summary

What Administrative Services and Facilities Managers Do About this section

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.

Duties

Administrative services and facilities managers typically do the following:

• Supervise staff
• Set goals and deadlines for their department or facility
• 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 managers oversee one or more office support services for an organization. In a large organization, these workers may specialize in an area such as recordkeeping or mail distribution. In a small organization, they may direct all support services and may be called the business office manager. 

Specific tasks for administrative services managers may vary. For example, these workers might be responsible for ensuring that an organization has the supplies and services it needs. Other tasks might include examining energy consumption patterns, technology use, and office equipment and planning for future upgrades. 

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.

Facilities managers oversee buildings, grounds, equipment, and supplies. Their responsibilities cover several categories, including operations, maintenance, and planning and managing projects. For example, facilities managers may oversee renovation projects to improve efficiency or to meet regulations and environmental, health, and security standards. 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.

Work Environment About this section

Administrative services managers spend much of their day in an office.

Administrative services managers held about 256,800 jobs in 2023. The largest employers of administrative services managers were as follows:

Facilities managers held about 140,500 jobs in 2023. The largest employers of facilities managers were as follows:

Administrative services and facilities managers spend much of their day in an office. They may observe workers throughout the building, go outdoors to supervise groundskeeping activities, or visit other facilities they direct.

Work Schedules

Most administrative services and facilities managers work full time, and some work more than 40 hours per week. Facilities managers often are on call to address problems that arise at all hours.

How to Become an Administrative Services or Facilities Manager About this section

In managing workers and coordinating administrative duties, administrative services managers must show leadership ability.

Educational requirements for administrative services and facilities managers vary by organization and the work they do. But these workers typically need a bachelor’s degree and related work experience.

Education

Administrative services and facilities managers typically need a bachelor’s degree, often in business or a related field. However, some people enter the occupation with a high school diploma.

Work Experience

Administrative services and facilities managers must have related work experience that reflects managerial and leadership abilities. Facilities managers should have experience in business operations, project management, and building maintenance, such as from having worked as a general maintenance and repair worker or a cost estimator. Records and information managers should have administrative or business operations experience involving recordkeeping. Records and information managers in the legal field often must have experience as a paralegal or legal assistant.

Licenses, Certifications, and Registrations

Although it is not required, professional certification may give candidates an advantage when applying for jobs.

Several professional associations for administrative services and facilities managers offer certifications. Some associations, including the International Facility Management Association (IFMA), offer certification that specializes in facility management. Others offering certification include the Institute of Certified Records Managers (ICRM), for records and information managers, and the ARMA International for those specializing in information governance.

Important Qualities

Analytical skills. Administrative services and facilities managers must be able to review an organization’s procedures for ways to improve efficiency.

Communication skills. Administrative services and facilities managers often work with others. They must be able to convey ideas clearly, both orally and in writing.

Detail oriented. Administrative services and facilities managers must pay attention to details across a range of tasks, such as ensuring that the organization complies with building codes and managing the process of buying equipment.

Leadership skills. In directing workers and coordinating organizational duties, administrative services and facilities managers must be able to motivate employees and handle problems that arise.

Pay About this section

The median annual wage for administrative services managers was $106,470 in May 2023. The median wage is the wage at which half the workers in an occupation earned more than that amount and half earned less. The lowest 10 percent earned less than $62,470, and the highest 10 percent earned more than $188,820.

The median annual wage for facilities managers was $102,340 in May 2023. The lowest 10 percent earned less than $60,840, and the highest 10 percent earned more than $169,020.

In May 2023, the median annual wages for administrative services managers in the top industries in which they worked were as follows:

In May 2023, the median annual wages for facilities managers in the top industries in which they worked were as follows:

Most administrative services and facilities managers work full time, and some work more than 40 hours per week. Facilities managers often are on call to address problems that arise at all hours.

Job Outlook About this section

Overall employment of administrative services and facilities managers is projected to grow 6 percent from 2023 to 2033, faster than the average for all occupations.

About 35,200 openings for administrative services and facilities managers are projected each year, on average, over the decade. Many of those openings are expected to result from the need to replace workers who transfer to different occupations or exit the labor force, such as to retire.

Employment

A continuing focus on the environmental impact and energy efficiency of buildings will keep facilities managers in demand. Improving energy efficiency can reduce costs and often is required by regulation. For example, building codes typically ensure that buildings meet environmental standards. Facilities managers will be needed to oversee these improvements in a wide range of areas, from heating and air-conditioning systems to roofing. In addition, facilities managers will be needed to plan for natural disasters, ensuring that any damage to a building will be minimal and that the organization can get back to work quickly.

Demand for administrative services managers is expected to be particularly strong for those working in records and information management. As cloud computing continues to expand, these workers will have a critical role in helping organizations develop new records and information management practices and in maintaining data security.

State & Area Data About this section

Occupational Employment and Wage Statistics (OEWS)

The Occupational Employment and Wage Statistics (OEWS) program produces employment and wage estimates annually for over 800 occupations. These estimates are available for the nation as a whole, for individual states, and for metropolitan and nonmetropolitan areas. The link(s) below go to OEWS data maps for employment and wages by state and area.

• Administrative services managers
• Facilities managers

Projections Central

Occupational employment projections are developed for all states by Labor Market Information (LMI) or individual state Employment Projections offices. All state projections data are available at www.projectionscentral.org. Information on this site allows projected employment growth for an occupation to be compared among states or to be compared within one state. In addition, states may produce projections for areas; there are links to each state’s websites where these data may be retrieved.

CareerOneStop

CareerOneStop includes hundreds of occupational profiles with data available by state and metro area. There are links in the left-hand side menu to compare occupational employment by state and occupational wages by local area or metro area. There is also a salary info tool to search for wages by zip code.

Contacts for More Information About this section

For more information about facilities management and related certifications, visit

International Facility Management Association

For more information about records and information management and related certifications, visit

ARMA International

Institute of Certified Records Managers

O*NET

Administrative Services Managers

Facilities Managers

Security Managers