Administrative Services Manager

Principal Duties & 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.
• Aid in the 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.
• Cover coordination 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.

Qualifications & 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.
• Experience leading distributed or multi-office administrative teams, with direct accountability for performance management and team development.
• Strong background in office operations, facilities management, vendor management, records management, and event planning.
• Able to manage sensitive information with the highest level of confidentiality and professionalism.
• Effective in operating in a dynamic environment with shifting priorities.
• Service-oriented mindset with strong leadership judgment.
• 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.

Competencies

• Strong communication skills both oral and written.
• Demonstrated leadership and people management skills, including coaching, mentoring, and performance management.
• Exceptional organizational and prioritization skills.
• Able to anticipate needs and solve problems independently.
• Highly proactive, resourceful, and detail-oriented.
• A strong desire to grow personally as well as professionally.
• Sound business judgment and the ability to make decisions with limited supervision.

Physical Demands & Work Environment

• Able to work in a fast-paced environment with high-volume workload and frequent short deadlines.
• Able to lift up to 25 lbs.
• Able to work 10-hour days on occasion.
• Able to work remaining in a stationary position, often standing or sitting for prolonged periods.

Travel Requirements

• Able to travel occasionally, possibly overnight, to other EKI office locations and for company events up to 10% of the time.

Compensation

The expected base salary range for this position is $110,000 - $130,000 per year. Actual compensation will be determined based on a variety of factors, including the candidate's skills, experience, qualifications, and geographic location. In addition to base salary, this position is eligible for an annual performance bonus based on individual and company performance. As an employee-owned firm, EKI offers a unique company culture with a corporate commitment to maintaining a positive work/life experience. EKI provides excellent compensation and comprehensive benefits packages, including career advancement opportunities, outstanding training opportunities, incentive compensation including bonuses, retirement benefits through an Employee Stock Ownership Program (ESOP) and 401(k) profit-sharing contributions, and group medical, vision, and dental benefits.