Modèle de devis Administrative Manager: Administrative Management Support Proposal (Word Format)
This Administrative Management Support Proposal is a Word-format quote template for administrative managers who provide operational, executive, or back-office support to businesses. It gives clients a clear view of the scope, delivery schedule, fees, and terms before work begins.
Use this administrative management proposal to quote recurring administrative support, project-based office coordination, executive assistance, records management, process documentation, vendor coordination, and reporting. It helps you bill by the hour, by retainer, per project, or by defined deliverable while keeping exclusions and approval steps clear.
Why use this template
- Set a precise scope of work. Separate ongoing administrative duties from one-time projects such as an office move, CRM cleanup, or procedure manual creation.
- Make your pricing easy to approve. Present hourly rates, monthly retainers, project fees, and optional services in a format decision-makers can review quickly.
- Protect your time. State included hours, meeting limits, response times, revision rounds, and the rate for work outside the agreed scope.
- Create a professional client experience. Include milestones, communication methods, reporting cadence, payment terms, and a clear acceptance section.
- Avoid billing disputes. Identify reimbursable expenses, software subscriptions, travel time, rush requests, and third-party vendor costs before they arise.
What the template includes
- Client and provider details: Your business name, contact information, client entity, proposal date, proposal number, and validity period.
- Executive summary: A short description of the client’s administrative needs and the support objectives you will address.
- Scope of services: The specific tasks included, such as calendar and inbox management, meeting coordination, document preparation, invoice tracking, file organization, onboarding administration, and vendor follow-up.
- Deliverables and service levels: Expected outputs, deadlines, weekly availability, reporting frequency, communication channels, and client approval responsibilities.
- Pricing schedule: Each service line with its unit of billing—hour, month, project, day, or deliverable—plus quantity, rate, and subtotal in US dollars.
- Optional services: Additional support that the client may add, including urgent coverage, event administration, executive travel coordination, database maintenance, or policy documentation.
- Assumptions and exclusions: Work not included in the fee, such as bookkeeping sign-off, legal advice, HR decisions, software licensing, or after-hours support unless specifically quoted.
- Terms and acceptance: Deposit or first-month payment requirements, invoice schedule, late-payment terms, cancellation notice, confidentiality language, and signature fields.
How much to charge
Administrative management support can be priced around the level of responsibility, urgency, industry knowledge required, and whether you are managing people, vendors, or sensitive executive information. These are realistic North American ranges to adjust for your experience, location, and client complexity.
- Hourly administrative management support: $45 to $90 per hour for calendar management, correspondence, document control, meeting administration, and general operational coordination.
- Senior executive or operations support: $75 to $125 per hour for executive-level scheduling, confidential communications, workflow oversight, board materials, and cross-functional follow-up.
- Monthly retainer: $1,200 to $3,500 per month for a fixed block of recurring support hours. Specify the number of included hours and the overage rate, such as $75 per additional hour.
- Process documentation project: $1,500 to $5,000 for mapping administrative workflows, creating SOPs, building templates, and delivering a handover package.
- Office setup or systems cleanup: $2,000 to $6,500 per project for organizing shared drives, implementing administrative trackers, cleaning up a CRM, or coordinating a new-office launch.
- Day rate: $400 to $900 per day for on-site coordination, event support, leadership offsites, or intensive administrative coverage.
A strong proposal shows both the base fee and what happens when the scope changes. For example, a $2,400 monthly retainer may include 32 hours of support, while rush requests and excess hours are billed separately.
Who this template is for
- Freelance administrative managers and virtual administrative managers.
- Executive assistants expanding into operational and project coordination work.
- Office managers supporting growing small businesses or remote teams.
- Operations coordinators delivering structured back-office support.
- Consultants hired to organize administrative processes, records, systems, or vendor workflows.
- Professionals responding to a client request for ongoing administrative help, interim coverage, or a defined process-improvement project.
Frequently asked questions
Should I quote administrative management work by the hour or on a monthly retainer?
Use an hourly quote when the workload is uncertain, short-term, or dependent on client requests. A monthly retainer works better for recurring support with predictable priorities, provided you clearly state included hours, availability, and overage fees.
What should be excluded from an administrative management proposal?
Exclude responsibilities that require separate authority, credentials, or insurance unless they are explicitly part of your service. Common exclusions include legal guidance, payroll approval, financial sign-off, HR decisions, and costs for software, travel, or outside vendors.
How detailed should the scope of services be?
List the actual activities you will perform rather than using broad wording such as “general administration.” For example, specify “weekly calendar coordination for two executives” or “creation of up to ten standard operating procedures” to prevent scope creep.
Should I request an upfront payment?
For project-based administrative work, a deposit or initial payment before kickoff is common, especially when the first phase involves process discovery or system setup. For recurring retainers, invoice the first month in advance and state the payment due date in the proposal.
