An Administration Manager is a professional who develops and implements office procedures and policies and ensures compliance. They help in processing payroll and reviewing and managing related tax filings. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Administration Managers.

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Main Responsibilities of Administration Manager

The following list describes the typical responsibilities of an Administration Manager:

Adapt

Adapt departmental plans and priorities to address resource and operational challenges.

Adhere

Adhere to State Street Alternative Investment Solutions (AIS) strict internal control procedures.

Administer

• Administer implementation, coordination and roll out of said policies.

• Administer our program for international mobility for our global transfers and travelers.

• Administer training and development programs for new hires and existing employees.

Advise

Advise stakeholders of risk related issues and escalates as required.

Analyze

Analyze data and information to provide insights and recommendations.

Answer

• Answer queries by employees and clients.

• Answer the company's main phone line, assisting callers and routing calls as required.

Approve

• Approve expenditures in accordance with Corporate guidelines.

• Approve the control of access to confidential employee data.

Arrange

Arrange meeting with service vendor every Wednesday and Minutes to be circulate to all stakeholders.

Assist in / Assist with

• Assist CEO, CFO, and General Manager with projects and tasks as assigned.

• Assist in routine system audits to ensure usage, access and cost compliance.

• Assist in the collation of documentation to support the valuation brief for independent valuers.

• Assist in the transition of new accounts into JLL responsibility.

• Assist senior leadership with client tours, business development, or client visits.

• Assist with developing and administering sales incentive compensation plans.

• Assist with planning and additional responsibilities on existing and future projects as required.

• Assist with the billing of all passthru expenses for those properties.

• Assist with yearly budget.

Attend

• Attend all Operational meetings and record minutes to be produced within 2 working days.

• Attend monthly operations meetings to minute portfolio issues with Account Management teams.

Build

• Build a culture of collaboration, project leadership and customer service.

• Build collaboration and trust among team members by delivering on commitment.

• Build efficiency and effective responsiveness into existing global.

• Build new and expand existing skills by engaging in educational opportunities.

• Build required business cases aimed at addressing identified challenges.

• Build strong understanding of all business functions within The Yuengling Company.

Calculate

Calculate commissions for our sales reps.

Check

Check year-end data and annual pension statements.

Collaborate with

• Collaborate with internal and external stakeholders in order to deliver on business objectives.

• Collaborate with payroll and vendors on administration, reporting and analysis.

Communicate

Communicate job expectations, planning, monitoring and appraising job results.

Complete

• Complete monthly billing for Portfolio Administration services for assigned clients.

• Complete other HR tasks as appropriate.

• Complete retail margin and pricing analysis or scenarios.

Conceives

Conceives and directs special projects related to the business of the organizational unit.

Conduct

• Conduct ad hoc analysis and reporting and other duties as required.

• Conduct performance reviews, motivate team members and analyze strategies to boost productivity.

• Conduct RARE award for all service providers.

Contribute to

• Contribute to Alts Task Meeting - Big picture, observation, concerns, items to think about.

• Contribute to overall business performance particularly in working capital management.

• Contribute to team meetings, actively support other team members.

Coordinate

• Coordinate and assist with the onboarding on new clients with respect to administration or system.

• Coordinate logistics and assists in planning events.

• Coordinate the annual audit process and liaise with external auditors.

• Coordinate the day to day control of cost management and cost sign-off across the site.

• Coordinate vendor agreements, contracts, licenses, and renewals for all sales systems and tools.

• Coordinate with employees on travel arrangements.

• Coordinate with IT department on all office equipment.

Create

• Create a development program coordinating, identifying input required from around the business.

• Create and maintain trust and strong relationships with team members, leadership, and clients.

• Create and monitor processes as needed.

• Create / develop the future state model of the Alternatives Team.

Deliver

Deliver excellent customer service to meet the client's expectations.

Develop

• Develop and implement office procedures and policies and ensures compliance.

• Develop and implement user-friendly customizations (on their own and using 3rd party vendor).

• Develop and review annual budgets and financial plans for all PMI group of companies.

Download

Download reports and do an analysis report for the president and others.

Draft

• Draft education material for the staff or external stakeholders and present, if requested.

• Draft / review requests for proposals and attend finalist presentations, when required.

Drive

Drive and build improvements, enhancements and system configurations across the business.

Encompass

Encompass different lenses when looking at the business (data, CRM, BI, Sales etc.).

Engage

• Engage as needed in the sales order process to ensure proper service delivery.

• Engage in implementation of system changes, and oversees user acceptance testing.

• Engage with team members and other stakeholders to support and provide help when needed.

Ensure

• Ensure all data changes are accurately documented, approved and installed in the system.

• Ensure all lease data is abstracted and approved in the systems.

• Ensure all site visits are recorded in line with company standards.

• Ensure Alts Team Stakeholders are on relevant Alts related communication.

• Ensure compliance with all Bank Policy & Procedures and standards.

• Ensure data imports / exports in EEO are accurate.

• Ensure grooming standard of all service providers.

• Ensure management fee and recharges have been claimed from property.

• Ensure needs of local client group are being most effectively met.

• Ensure others are alerted to emerging administration issues that may affect success.

• Ensure regular activities of Gardening, Pest control, Housekeeping and Security over view.

• Ensure scanning and company correspondence is completed, distributed and filed appropriately.

• Ensure staff compliance with relevant office, University and other policies and guidelines.

• Ensure the scheduling of sufficient and appropriate staff to cover current and future workload.

• Ensure top performance of office staff by providing adequate coaching guidance, and direction.

Escalate

Escalate any items or issues that are deemed to impact client experience.

Establish

• Establish customer service standards and practices, and ensures a high level response.

• Establish, maintain and drive improvements in ways of working for key accounts (e.g. Amazon).

Evaluate

• Evaluate and complete performance reviews of each team member with clear goal-setting and feedback.

• Evaluate and maximize resources within the department and organizational structure.

Execute

Execute work to deliver timely, accurate, and efficient service.

Fire

Fire Design Solutions to ensure all the administrative needs of the Company Group are met.

Follow

Follow up on outstanding Accounts Receivable and give report to CEO, CFO, and General Manager weekly.

Generate

Generate monthly and quarterly reports for accounting, finance, and tax departments.

Handle

• Handle credit card with $10,000 limit.

• Handle or oversee monthly rent and other critical reporting for clients and senior leadership.

Help

Help us build a better Wells Fargo.

Identify

Identify, design, and implement sales process improvements.

Implement

• Implement office policies by executing procedures and protocols.

• Implement the plan to ensure we are we prepared for future growth and new clients.

Improve

Improve top and bottom-line results.

Increase

Increase efficiencies and scalability of Leave of Absence (LOA) policies, practices and processes.

Initiate

Initiate the SAFE registration process immediately after your employment start date.

Involve

Involve in the check and analysis of the ANZ budget submission.

Keep

• Keep informed on deliverables, investments and provide review / guidance when necessary.

• Keep those ambitions in sights and imagine where JLL can take you....

Lead

• Lead administration of benefit plans, including multiple pension plans.

• Lead communications initiatives and ensure completion of client tasks / projects.

Liaise with

Liaise with MD & CEO to organize site visits.

Maintain

• Maintain a high level of accuracy and attention to detail.

• Maintain and keep all information confidential.

• Maintain and update company databases.

• Maintain employee records in HR data base (Vision).

• Maintain general ledger, trial balance, balance sheet and income statements.

• Maintain respect for other staff at all times.

Manage

• Manage all local, state, and federal filings, fees, and associated payments.

• Manage and control departmental expenses.

• Manage and maintain day-to-day communications with the clients.

• Manage and order office supplies.

• Manage and oversees department CME activities.

• Manage a team of 6 administrators ensuring support requirements are met for individual departments.

• Manage, author and administer learning related content on SharePoint 2016 web portals.

• Manage development of all contracts, including those with vendors and other institutions.

• Manage hardware, software and system access support requests through to resolution.

• Manage inventory of naming opportunities and funding opportunities, including standard budgets.

• Manage monthly rental collections and arrears and prepare monthly reports.

• Manage office building repairs and maintenance.

• Manage or provide account oversight for Portfolio Administration for a multitude of accounts.

• Manage people and leads a team capable of delivering the desired business results.

• Manage performance (measure, monitor, corrective action).

• Manage projects that primarily impact functional area or specific department.

• Manage space, facilities and equipment which may include renovations, moves, repairs and upgrades.

• Manage the central administrative office along with direct line management of nine administrators.

• Manage the operational activities and efficient running of all of our global offices.

Monitor

• Monitor AIS activity for quality, timeliness and deliverable schedule.

• Monitor staff productivity levels, and implement process changes or training to improve results.

Oversee

• Oversee and administer operational use of all global and local shared email inboxes and calendars.

• Oversee and complete special projects as assigned by the senior leadership team.

• Oversee maintenance and the integrity of data in EEO.

• Oversee outsourced services for acknowledgements and other donor materials processing.

• Oversee existing local (Polish) processes resulting from business needs.

Oversee

Oversee the audit and control processes in order to maintain SOX compliance.

Oversight

Oversight of the return to work and Workers' compensation legislative requirements.

Own

• Own and manage SF dashboards, functionality, workflows & content.

• Own scheduling logistics for training courses across global regions, including KNet administration.

• Own the warehouse delivery of these projects as part of the site development plans.

Participate in

• Participate in events leading up to program launches.

• Participate in industry sponsored trade shows, seminars and other events.

Perform

• Perform database management.

• Perform other related work as needed.

• Perform the necessary analysis, exploration and implementation of any improvements in this area.

Prepare

• Prepare and / or review general ledger & balance sheet reconciliations.

• Prepare and validate the annual budgets for the business.

• Prepare cost sheet and invoices.

• Prepare for and assist with internal pension administration meetings.

• Prepare quarterly reports for the Compensation Committee Meetings.

• Prepare reports and presentations with statistical data, as assigned.

Process

Process payroll and review / manage related tax filings.

Produce

Produce and / or review any other document pertaining to pension plan administration.

Promote

Promote a results-oriented environment.

Provide

• Provide advice and guidance to stakeholders on the implementation of solutions.

• Provide direction, coaching, and career development to assigned staff.

• Provide direction to staff on member matters which are escalated from Senior Pension Administrators.

• Provide financial advice on new and future projects as required.

• Provide guidance around budgeting, cash planning.

• Provide input into the planning and implementation of operational programs.

• Provide management oversight, guidance, onboarding, training and support to team members.

• Provide regular feedback to leadership regarding issues, challenges, and areas for additional focus.

• Provide support for annual revenue and territory planning.

• Provide technical guidance to employees, colleagues and / or customers.

Recommend

• Recommend changes in standards or processes.

• Recommend or approve hiring and reward (compensation and recognition) decisions.

• Recommend or approve strategy, processes, solutions, enhancements.

• Recommend refinements and or additional reporting as needed.

Retain

Retain employee files, ensuring they are kept up-to-date with documentation as appropriate.

Review

• Review 10b5-1 Plans for executives and employees.

• Review and monitor reconciliation of customer chargebacks, as needed.

• Review general ledger entries for the month as recorded in MRI for completeness and accuracy.

• Review government filings.

• Review head office internal cost allocations to ensure completeness and accuracy.

• Review leasing fees ensuring that all fees are claimed and paid.

• Review quarterly management fee, waterfall, capital account calculations.

Show

Show leadership through hands-on commitment to solve problems / improve performance.

Stay up to date

• Stay up to date on the latest industry standards and trends.

• Stay up to date with new products and features.

Support

• Support quarterly business review (QBR) process with analytics, logistics, and presentations.

• Support the administrative aspects of implementing bargained agreements and employee initiatives.

• Support the People team in the onboarding and offboarding of employees.

• Support with monthly Waterloo Office BC Collaboration Committee Meetings.

Track

• Track online grant acceptances and expirations.

• Track reimbursable expenses and manage supplier invoicing and payments.

Translate

Translate actionable plans into clear objectives to enable delivery.

Understand

Understand the financial reporting process requirements for key operating targets.

Undertake

Undertake full review of calculation and verbiage on Limited Partner capital calls and distributions.

Update

Update office policies as needed.

Work with

• Work closely with the HR team to ensure that off-boarding activities with access is addressed timely.

• Work collaboratively across the Canadian Market.

• Work with chain accounts to get items authorized and trouble-shoot pricing issues.

• Work with internal client groups to assess and resolve their office / facility-related needs.

• Work with outside brokers to ensure compliance with Rule 144 and company trading policies.

• Work with third party legal, accounting, and benefits firms as needed.

• Work with Trust Ops Manager on FTE analysis and review to understand activity drivers for Alts.

Most In-demand Hard Skills

The following list describes the most required technical skills of an Administration Manager:

• MS Excel

• Accounting

• Finance

• Business Administration

• MS Word

Most In-demand Soft Skills

The following list describes the most required soft skills of an Administration Manager:

• Written and oral communication skills

• Organizational capacity

• Interpersonal skills

• Analytical ability

• Attention to detail

• Leadership

• Problem-solving attitude

• Time-management

• Presentation

• Team player

• Detail-oriented

• Multi-task

• People management

• Initiative

• Relationship building

• Results-oriented

• Commitment to superior client satisfaction

• Confident

• Easily adapt in a new work environment

• Planning

• Proactive

• Self-starter

• Shows initiative

• Willingness to travel

• Work under deadlines and on several projects simultaneously