Administrative Services Manager

EKI Environment & Water Inc•Daly City, CA

23h•$110,000 - $130,000•Onsite

About The Position

The Administrative Services Manager position reports to the Chief Operating Officer (COO) and leads EKI’s administrative function, overseeing the Administrative Coordinators, Librarian, Project Assistants, and Facilities Manager. This role is responsible for delivering consistent, high-quality administrative support across all office locations, driving operational efficiency, and partnering with leadership to advance company-wide initiatives. This position requires strong leadership, sound judgment, and the ability to manage a distributed team while balancing multiple priorities in a fast-paced, dynamic environment.

Requirements

Bachelor’s degree in Business Administration, Management, or a related field preferred
Minimum of eight to twelve (8–12+) years of experience in administrative operations, with at least three to five (3-5) years in a management or supervisory role
Must have experience leading distributed or multi-office administrative teams, with direct accountability for performance management and team development
Must have a strong background in office operations, facilities management, vendor management, records management, and event planning
Must be able to manage sensitive information with the highest level of confidentiality and professionalism
Must be effective in operating in a dynamic environment with shifting priorities
Must have a service-oriented mindset with strong leadership judgment
Must have advanced proficiency with Microsoft Office and comfort learning new systems; experience in a consulting, engineering, or professional services environment preferred
Familiarity with ADP is an advantage
Must have strong communication skills both oral and written
Must have demonstrated leadership and people management skills, including coaching, mentoring, and performance management
Must have exceptional organizational and prioritization skills
Must be able to anticipate needs and solve problems independently
Must be highly proactive, resourceful, and detail-oriented
Must have a strong desire to grow personally as well as professionally
Must have sound business judgment and the ability to make decisions with limited supervision
Must have a current valid driver’s license

Nice To Haves

Experience in a consulting, engineering, or professional services environment preferred
Familiarity with ADP is an advantage

Responsibilities

Directly manage the Administrative Coordinators, Librarian, Project Assistants, and Facilities Manager, collectively referred to as Support Services. Provide mentorship, training, performance management, and standardization of best practices across all office locations
Establish and maintain consistent administrative policies, procedures, and workflows across the firm, and serve as the primary point of escalation for administrative matters
Conduct regular team meetings and one-on-ones with the Support Services team to ensure alignment, accountability, and clear communication
Partner with Human Resources on employee relations matters for the Support Services team, including coaching, corrective action, performance improvement plans, and other personnel actions
Facilitate Administrative Coordinators’ coordination with the Executive Team, ensuring seamless administrative support to leadership
Develop and monitor administrative budgets, including staffing, supplies, equipment, and vendor spending
Assist with development and implementation of corporate operational processes, including policy development, training, and compliance monitoring
Track key performance indicators (KPIs) for the administrative function and report progress to the COO
Support implementation of the corporate and technical training programs including scheduling, employee enrollment, uploading and tracking in the HRIS, etc.
Oversee company-wide records and information management programs, including retention policies, electronic and physical filing standards, and document control aligned with company and regulatory requirements
Leverage the use of technology to enhance Support Services functions
Oversee the Facilities Manager in facilities-related operations across all EKI locations, including office moves, space planning, vendor relationships, building services, and a safe, productive, and welcoming work environment
Manage vendor negotiations, contracts, and service agreements to ensure quality and cost efficiency, and oversee office supply, equipment, and procurement programs across all offices
Partner with the Health and Safety team to maintain office-level safety programs across all locations, including emergency action plans (EAPs), evacuation drills, first aid/AED readiness, building security and access control, and ergonomic assessments
Ensure consistent front-desk operations, visitor experience, and package and courier coordination across all office locations
Oversee the Librarian in maintaining EKI’s technical library, reference resources, and research support services for project teams
Oversee the Project Assistants in supporting project teams with deliverable QA/QC review and production
Expand roles and responsibilities of Project Assistants based on the needs of project teams and client requirements
Coordinate with IT on office equipment, conference room and audio-visual technology, new-hire workstation setup, and the rollout of firm-wide systems impacting administrative workflows
Partner with the Operational Departments and Finance/Accounting for onboarding, training, and policy and process implementation
Lead planning and execution of onsite and offsite company events, meetings, and retreats, ranging from small leadership sessions to large-scale company gatherings, in coordination with the Executive Team
Manage certificates of insurance (COIs) for clients and vendors
Manage corporate professional registrations across the states in which EKI operates
Identify opportunities for process improvement, cost savings, and increased organizational efficiency
Other duties as required