Administration Manager Job Description and Role Profile

An Administration Manager oversees office operations, facilities and administrative processes to ensure efficient day to day functioning. Candidates with strong organisational skills, experience leading small teams and proven ability to manage vendors, budgets and compliance should apply.

Administration Manager Job Profile

The Administration Manager is responsible for planning, directing and coordinating administrative services that support organisational objectives. This role ensures that facilities, procurement, recordkeeping and support services operate reliably and cost effectively while maintaining appropriate standards of health, safety and data protection.

The postholder provides leadership to administrative staff, develops practical policies and procedures and acts as a single point of contact for internal stakeholders and external suppliers. The purpose of the role is to create an organised working environment that enables colleagues to focus on core activities.

Administration Manager Job Description

The Administration Manager will manage the daily administration function including reception, mail, facilities maintenance, office supplies and asset management. The role includes budgeting for administrative costs, monitoring expenditure, negotiating and managing supplier contracts and ensuring timely processing of invoices and purchase orders. The postholder will implement and maintain administrative policies, manage records and ensure compliance with relevant regulations.

The role operates in a collaborative environment and requires frequent liaison with senior managers, HR, finance and external service providers. The Administration Manager will lead a team of administrative staff, allocate tasks, set performance standards and provide coaching. Expectations include proactive identification of process improvements, prompt resolution of operational issues and reliable delivery of services under tight deadlines.

Administration Manager: Duties and Responsibilities

• Lead and supervise the administrative team, setting priorities and monitoring performance.
• Develop, document and maintain administrative policies, procedures and service level standards.
• Manage procurement of office supplies, equipment and services, including procurement planning and supplier selection.
• Negotiate, administer and review supplier and facilities contracts to secure value for money.
• Oversee facilities management, building maintenance, space planning and office moves.
• Maintain accurate records and ensure compliance with data protection and recordkeeping requirements.
• Monitor and report on administrative budgets, process invoices and support finance with reconciliations.
• Coordinate reception, mail handling, travel arrangements and meeting logistics.
• Ensure health and safety, security and access control measures are implemented and monitored.
• Manage company assets, inventories and lifecycle processes including disposals and renewals.
• Plan and deliver internal events, inductions and workplace set up for new starters.
• Act as a key point of contact for internal stakeholders and external suppliers, resolving queries promptly.
• Identify and implement process improvements to increase efficiency and reduce costs.
• Prepare regular operational reports and key performance indicators for senior management.

Administration Manager: Requirements and Qualifications

• Degree or professional qualification in business administration, facilities management or related discipline, or equivalent experience.
• Minimum five years practical experience in administration or office management, including supervisory experience.
• Proven experience in procurement, contract management and vendor negotiation.
• Sound understanding of health and safety requirements and facilities management practices.
• Experience of budget monitoring, invoice processing and basic financial controls.
• Strong organisational skills with the ability to prioritise and manage competing deadlines.
• Excellent verbal and written communication skills for internal and external stakeholder engagement.
• High level of discretion and ability to handle confidential information sensitively.
• Problem solving and decision making skills with a focus on practical solutions and continuous improvement.
• Good attention to detail and strong recordkeeping practices.
• Ability to adapt to changing requirements and to work independently when required.
• Experience in managing teams, including coaching and performance management.
• Willingness to work occasional out of hours to support events or emergency situations.