Administrative Services Manager

Inframark•Gilbert, AZ

2d•Hybrid

About The Position

The Administrative Services Manager leads office operations and shared administrative services that enable Inframark’s Automation & Intelligence (A&I) business to run smoothly. This role manages a small team and key vendors to deliver facilities coordination, purchasing and travel support, document control, reception/mail services, records management, and event logistics. The manager partners with Finance, HR, IT, Safety, and Legal to maintain compliant, efficient, and customer‑centric processes for internal stakeholders and field teams.

Requirements

6–8+ years of progressive administrative/operations experience, including 2–3+ years leading office or shared services teams.
Proficiency with Microsoft 365 (Outlook, Excel, Word, PowerPoint, Teams) and SharePoint/OneDrive administration; experience with e‑signature and CLM tools (e.g., DocuSign) preferred.
Familiarity with ERP workflow (PR/PO, receipts) and T&E platforms; Dayforce or similar HCM experience a plus.
Excellent organization, customer service, and communication skills; able to manage multiple priorities and deadlines.
Process‑improvement mindset with experience documenting SOPs and implementing SLAs and KPIs.
Comfortable partnering across Finance, HR, IT, Safety, and Legal; maintains discretion with sensitive information.
Bachelor’s degree in Business Administration, Operations Management, or related field; equivalent experience considered.

Nice To Haves

CAP, PMP/CAPM, or Lean/Continuous Improvement coursework.

Responsibilities

Own day‑to‑day administrative operations for A&I offices and remote teams (reception, mail/receiving, supplies, office services).
Coordinate facilities needs with Corporate/Property Management (space planning, seating charts, access badges, maintenance tickets, janitorial).
Manage a small team of administrative coordinators; set priorities, coach performance, and ensure service levels are met.
Standardize and continuously improve administrative processes (request intake, SLAs, templates, checklists, SOPs).
Oversee travel and expense support; ensure policy compliance, preferred vendors, and timely reimbursements; maintain travel profiles.
Support purchasing administration (PR/PO routing, vendor onboarding packets, W‑9/COI collection, receiving documentation).
Administer records and document control (SharePoint/Teams, e‑signature tools, retention schedules) in partnership with Legal/Compliance.
Plan and execute meetings and events (kickoffs, training, town halls); manage calendars, catering, A/V, and onsite logistics.
Own site onboarding/offboarding checklists for A&I (badges, equipment returns, seating, distribution lists).
Track and report KPIs (ticket volumes, cycle times, cost per employee, satisfaction scores); develop action plans to improve results.
Manage vendor contracts for office services (fleet/vehicle pool, postage, shredding, janitorial, supplies); monitor SLAs and invoices.
Partner with Safety to coordinate drills, PPE distribution points, and contractor/vendor compliance when onsite.
Develop and manage the Administrative Services budget; forecast costs and support month‑end accruals.
Ensure data privacy and confidentiality in handling personnel, financial, and customer information.