Administrative Services Manager

Job Description

Job Description

Classification

Non-Exempt

Department

Administration

Position

Administrative Services Manager

Reports to

Executive Team

Date

October 2025

JOB DESCRIPTION

Summary / Objective

The Administrative Services Manager will be responsible for developing and maintaining administrative principles, practices, and procedures for travel, scheduling corporate training, BoD deployment

communications; updates FAA crew information in the FAA website; travel coordination with corporate stakeholders and employees; orders travel credit cards for new employees and various other administrative

support. The Administrative Services Manager is responsible for managing their team to ensure that work is properly allocated and completed in a timely manner. This position addresses tight deadlines and a multitude of

administrative activities including scheduling training and travel for employees, travel for candidates, record keeping and passports, maintains confidential employee records, monitors global travel red flags, works with

the executive team to ensure risk management of facility and operations, update all corporate databases for travel and other confidential employee information, supply management, coordinates local company and

corporate meetings, develops and implements technological and other internal efficiencies. This position serves as a consultant for managers within the organization, advising them on travel and training strategies that aligns

with the goals of their department and the requirements of the administrative department. Relies on experience and judgment to plan and accomplish a variety of tasks. A high degree of accuracy, authority and leadership is required for this position.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

1. Manage day-to-day administration and ensure that there is a redundant process backup in place for every

critical operation.

2. Develop, review, and improve administrative systems, policies, and procedures. Create new checklists

that support procedures.

3. Monitor emerging technology to determine ways to automate the administration support without

sacrificing accuracy and accountability.

4. Ensure accurate and timely information is exchanged with corporate and executives.

5. Supports budget and forecasting administrative activities.

6. Coordinates passport processing for all company employees and provides accounting with appropriate

supporting documents.

7. Provides front-office support to visitors, customers, employees, and spouses.

8. Collaborates with the other department managers to support overall training and travel goals.

9. Manage and oversee travel arrangements (air, lodging, etc.) for all company employees and HR candidates.

10. Maintain relationships with travel agencies and vendors.

11. Provide guidance to employees on travel documents and travel laws and restrictions.

12. Assist with travel-related issues as they arise.

13. Monitors and analyzes department work to develop more efficient procedures or processes.

14. Responds to inquiries from the executives.

15. Provide training for new and existing administrative staff.

16. Ensure the administrative space is conducive to a positive work environment for all staff.

17. Work with each direct report to establish goals and objectives during their annual review and monitor

and advise on the progress to enhance the professional development of staff.

18. Planning, scheduling, and promoting office events, including meetings, conferences, orientations, and training sessions.

19. Ensuring office is stocked with necessary supplies and all equipment is working and properly

maintained.

20. Collecting, organizing, and storing information using computers and filing systems.

21. Works with American Express and Bank of America to maintain credit cards for employees.

22. Supports the Executive Team as requested.

23. Updates job knowledge by participating in educational opportunities; reading professional publications,

maintaining personal networks; participating in professional organizations.

24. Protect the organization’s information by ensuring confidentiality for all interactions.

Sharing concerns about employee or other departmental interactions should be strictly maintained within

the Executive leadership.

Skills and Qualifications

• 5 years of progressively responsible hands-on managerial experience in administration.
• Bachelor’s Degree in a business-related field
• High Level of Accuracy and Planning
• Experience with Microsoft Office
• Strong problem solving, critical thinking, coaching, interpersonal, and verbal and written communication skills.

Supervisory Responsibility

This position has no supervision responsibilities currently.

Work Environment

While performing the duties of this job, the employee regularly works in an office setting. Drug screening required.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel or operate objects, tools or controls, and reach with hands and arms. Must be able to lift and carry 10lbs.

Position Type / Expected Hours of Work

This is a full-time position. 8-hour days Monday through Friday, between at 6 : 30 a.m. and 5 : 00 p.m. Overtime and weekend hours are expected.

Travel

Up to 10% travel is required.

Required Education

Bachelor's degree - business-related field.

Work Authorization (if applicable)

Must be a US citizen and speak English.

EEO Statement

We provide equal opportunities to all current and potential employees without regard to race, color, religion, sex, national origin, age, sexual orientation, disability, status as a Vietnam-Era or special disabled veteran,

genetic information, or marital status in accordance with federal and state law. This policy applies to all terms and conditions of employment including, but not limited to hiring, job placement, promotion, separation, lay-

off, recall, transfer, leave of absence, compensation and training.

Other Duties

As directed by the Executive Team.