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Administrative Department Manager
Reports To: COO
Position Type: Full-time (Monday to Friday, 8:00 a.m. – 5:00 p.m.)
Work Environment: Office-based with occasional travel to other office locations
FLSA Status: Exempt
Summary / Objective
The Administrative Manager plays a critical leadership role in ensuring the smooth operation of the regional office for an architecture / Interiors / engineering firm. This position supports both administrative functions and project operations, providing high-level organizational support to project executives, project managers, architects, engineers, construction administrators, and staff, with a commitment to professionalism, quality, and innovation, the Administrative Manager upholds the Human Performance Code of Conduct, promotes corporate values, and fosters the use of new technologies and efficient workflows to enhance productivity across all offices.
This role combines administrative oversight, project support, and staff supervision. It requires a proactive, detail-oriented individual who can manage multiple priorities, lead a team, and interface effectively with clients, consultants, and corporate leadership.
Key Competencies and Responsibilities
Leadership & Team Management
- Supervises administrative and clerical staff, including hiring, onboarding, training, scheduling, and performance management.
- Promotes a collaborative team culture and encourages professional development and continuous learning.
- Ensures staff compliance with company policies and procedures.
- Evaluate, streamline, and automate administrative systems to improve efficiency and scalability.
- Implement policies and best practices to standardize workflows across multiple departments and office locations.
- Contribute to organizational strategy through planning, forecasting, and continuous improvement initiatives.
- Drive adoption of technology tools that enhance collaboration, communication, and project delivery.
Indicator of Competence
- Leads by example in demonstrating professionalism and accountability.
- Provides constructive feedback and coaching to team members.
- Resolves conflicts and workflow issues effectively.
Operational & Office Management
- Manages day-to-day office operations, at all office locations, including reception, facilities, supplies, and equipment maintenance.
- Maintains compliance with internal controls, reporting procedures, and business protocols.
- Constantly evaluates processes, improves efficiency of task timelines and continually assists in the development of staff.
Indicator of Competence
- Maintains an efficient and organized office environment.
- Proactively addresses office needs and equipment issues.
- Demonstrates cost-awareness and efficiency in resource use.
Communication
- Acts as a point of contact for internal and external stakeholders, ensuring professional communication.
- Coordinates with staff and administrative team members on document transmittals, meeting logistics, and contract administration.
Indicator of Competence
- Communicates clearly and professionally, both verbally and in writing.
- Builds positive working relationships across teams and client groups.
- Maintains discretion and diplomacy in handling sensitive information.
Document Management & Quality Control
- Prepares, reviews, and distributes project documentation, contracts (e.g., AIA forms), reports, letters and notes.
- Maintains accurate, organized project files – both digital and physical.
- Oversees proofreading and formatting to uphold quality standards.
Indicator of Competence
- Delivers high-quality, error-free documents.
- Demonstrates attention to detail in contract and document preparation.
- Maintains an effective filing and archiving system.
Project Coordination & Systems Proficiency
- Supports project teams with feasibility studies, and report production.
- Demonstrates understanding of architectural workflows and project timelines.
- Supports project executives, project managers, architects, engineers, construction administrators and others with administrative and coordination tasks.
- Champions the use of new technologies and software to improve workflow and productivity.
- Maintains administrative templates for standardization.
- Trains staff in use of Microsoft Office and relevant internal systems.
- Strong understanding of AEC workflows, terminology, and document types (e.g., submittals, RFIs, specs, drawings).
- Proficiency in MS Office, project management tools, and document control platforms (e.g., Deltek, Newforma, AIA Cantina, etc.).
- Exceptional organizational, communication, and leadership skills.
- Demonstrated ability to balance tactical execution with long-term strategic thinking.
Indicator of Competence
- Proficient in Microsoft Word, Excel, PowerPoint, and Outlook.
- Adapts to and advocates for new technologies.
- Supports team members in improving digital literacy.
Supervisory Responsibility
This position will have direct supervisory responsibilities of approximately eight (8) to ten (10) team members, at three (3) current office locations.
Physical Demands
- Regularly required to use hands for operating office equipment.
- Frequent talking, hearing, and reaching with hands and arms.
Required Education and Experience
- Associate’s degree in business administration or related field preferred.
- Minimum 7 years of administrative experience, 7 to 10 years’ experience ideal; prior work in architecture or construction firms preferred.
- Minimum of 5 years of experience in a leadership role preferred.
Skills & Knowledge & Behavioral Competencies Preferred
- Strong organizational, analytical, and time management skills.
- Excellent interpersonal and communication skills
- Familiarity with architectural terminology, project lifecycle, and contract types (e.g., AIA).
- Professionalism and discretion
- Flexibility and adaptability
- Initiative and reliability
- Team collaboration
Other Duties
This job description is not intended to be all-inclusive. Duties and responsibilities may evolve based on business needs.
Equal Employment Opportunity Statement
Fanning Howey is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy and sexual orientation), national origin, age, disability, genetic information, or any other status protected by applicable federal, state, or local laws. We value diversity and are committed to creating an inclusive environment for all employees.