Administrative Services Manager

Administrative Services Manager Gilbert, AZ Job Details Full-time 1 day ago Benefits Travel reimbursement Paid holidays Health insurance Dental insurance 401(k) Paid time off Life insurance Qualifications Microsoft Word CAPM Space allocation Financial forecasting Record keeping Contract management Document review (document control) Microsoft Excel Microsoft Outlook Operations management Presentation software PMP Event coordination Customer service DocuSign Expense management Catering Facilities management ERP systems Purchase order management Mid-level Improving operational efficiency Bachelor's degree in business administration 8 years Administrative experience Budget forecasting Key Performance Indicators Managing budgets in a finance role Dayforce Bachelor's degree Continuous improvement Team management Calendar management Human capital management Bachelor's degree in operations management Organizational skills Microsoft Teams Contracts SharePoint Purchasing Vendor contract management Business Administration Office management Lean management Cross-functional collaboration Business Operations Leadership Communication skills Organizational budget management Full Job Description Join Inframark's Community Management Services Team! At Inframark Community Management Services, you're not just starting a job — you're building a career. We serve hundreds of master-planned communities and districts with top-tier support, and we invest just as much in our employees. Join a dynamic, innovative team where your growth and success matter. Grow Your Career. Build Stronger Communities.

Apply Today! Why Work for Inframark? Our dedication to sustainability and community impact drives us to ensure clean, safe water for future generations. Whether you're at the start of your career or looking for advancement, Inframark offers purpose-driven work and opportunities for growth. We offer an attractive salary package, including a generous benefits package with health, dental, and life insurance, 401(k) plan, paid time off, sick leave, holidays, and wellness plan. Position Summary 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. Key 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. Qualifications 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. Education & Certifications Bachelor's degree in Business Administration, Operations Management, or related field; equivalent experience considered.

Preferred:

CAP, PMP/CAPM, or Lean/Continuous Improvement coursework. Skills & Competencies (CLEAR Values) Collaboration — partners across functions to deliver timely, customer focused services. Leadership — sets expectations, coaches a team, and models service excellence. Excellence — builds scalable processes, accurate records, and audit ready documentation. Accountability — manages budgets, SLAs, and metrics with transparency and follow through. Respect — communicates clearly and professionally with colleagues, vendors, and visitors. Work Environment & Physical Requirements Office centric role with some hybrid flexibility depending on site needs. Occasional lifting (up to 25-30 lbs), moving boxes/equipment, and walking between office areas. May require occasional travel to regional offices or event venues. Reasonable accommodations may be made for qualified individuals with disabilities. Inframark is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability. Learn more about us at Community Management - Inframark