Administrative Services Manager; Orland

Description

The Administrative Services Manager oversees and coordinates key administrative operations for MACC and its affiliated programs. This position serves as a central point of coordination within Business Services, supporting organizational systems, purchasing, records management, vendor administration, compliance documentation, technology and office resources, and day-to-day administrative operations.

The Administrative Services Manager develops and maintains organized processes that support consistency, accountability, timely completion of administrative responsibilities, and effective service to MACC departments and programs. The position works closely with Business Services leadership, Finance, Human Resources, IT, program leadership, vendors, contractors, and other internal and external partners.

• Oversee day-to-day administrative operations and assigned Business Services workflows.
• Develop, maintain, and improve administrative procedures, tracking systems, forms, checklists, and internal workflows.
• Monitor administrative requests, deadlines, recurring responsibilities, and outstanding action items through completion.
• Coordinate administrative support for new offices, program expansions, relocations, and other organizational projects.
• Maintain organized electronic and physical filing systems and promote consistent document management practices.
• Identify administrative inefficiencies and recommend practical process improvements.
• Support the development and maintenance of departmental policies and standard operating procedures.

• Maintain organizational records, contracts, property documents, licenses, registrations, insurance documents, and other administrative files.
• Serve as a primary custodian for assigned corporate and administrative records.
• Track business licenses, registrations, renewals, permits, certificates, and other recurring administrative requirements.
• Coordinate required filings and documentation with county, city, state, and other applicable agencies.
• Maintain organized records that are readily available for leadership review, audits, renewals, and compliance activities.
• Track expiration dates and required follow-up activities to prevent lapses in licenses, registrations, agreements, or other required documentation.

• Coordinate purchasing requests for office supplies, furniture, equipment, technology, and other approved organizational needs.
• Obtain and compare vendor quotes when required and coordinate approved purchases through established processes.
• Maintain purchasing documentation and work with Finance to support accurate invoice and payment processing.
• Coordinate recurring organizational orders and assist departments with approved purchasing needs.
• Maintain appropriate records for organizational equipment and other assigned assets.
• Coordinate the distribution and replacement of office equipment and administrative resources.

• Serve as an administrative liaison with vendors, contractors, insurance providers, landlords, and other external partners.
• Maintain vendor documentation, agreements, certificates of insurance, contact information, and related records.
• Track contract and agreement requirements, renewal dates, documentation needs, and assigned follow-up activities.
• Coordinate vendor scheduling and administrative requirements with appropriate Business Services staff.
• Follow up on outstanding vendor issues and elevate unresolved matters to leadership when appropriate.

• Coordinate administrative aspects of employee phones, software accounts, office equipment, and other technology resources in partnership with IT.
• Assist with technology and equipment needs associated with new employees, office openings, relocations, and program expansions.
• Maintain accurate records of assigned administrative and technology resources as required.
• Coordinate requests between departments and IT when administrative follow-up or purchasing is required.

• Provide administrative support to the Director of Business Services and department leadership.
• Prepare reports, summaries, tracking documents, and other information needed for management review.
• Coordinate meetings, schedules, calendars, conference rooms, and department activities as assigned.
• Assist with organizational meetings, events, and special projects.
• Communicate…