Administrative Services Manager

Alliance Aviation Services•Dallas, TX

10h•Onsite

About The Position

Hillwood is seeking a highly professional, service-oriented Administrative Services Manager for its Corporate Security team in Dallas, Texas. This senior leadership position works closely with security leadership to support the effectiveness of the department’s operations. The role prepares and analyzes reports across security-related functions, maintains inventories of equipment and technology assets, and oversees administrative and operational support activities that help ensure organizational efficiency, operational readiness, and coordination across Corporate Security. The position supports security compliance, recordkeeping, audits, policy and procedure development, financial and operational management, personnel onboarding, payroll reporting, vendor and equipment administration, and risk analysis. It also serves as a key member of the Crisis Management Team, supporting preparedness, incident response, and business continuity. Because of the need to support security operations as situations arise, flexibility and availability beyond normal business hours may be required.

Requirements

Bachelor's degree required.
At least five years of progressive administrative, office management, operations, or business support experience.
Experience supporting executive leaders, department leadership teams, or corporate functions in a professional office environment.
Experience managing vendor relationships, contracts, and service providers.
Strong interpersonal skills and ability to communicate effectively with executives, business leaders, associates, and external partners.
Ability to work independently, exercise sound judgment, and manage multiple priorities.
Experience with budgeting, cost analysis, financial reporting, or related accounting functions.
Strong urgency and commitment to high-quality work.
Exceptional personal and professional judgment, discretion, and integrity.
Adaptability and flexibility in response to changing priorities and business needs.
Knowledge of regulatory compliance requirements and administrative processes.
Strong analytical, problem-solving, and decision-making skills.
Effective written and verbal communication skills.
Strong organizational skills, attention to detail, and ability to handle confidential information.
Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
Maintain a Texas Class C driver's license and operate a motor vehicle and other equipment as needed.

Nice To Haves

Degree in Business Administration, Management, Accounting, Finance, Criminal Justice, or a related field.
Experience with budgeting, expense management, invoice processing, cost tracking, or other financial administration activities.
Experience coordinating audits, compliance initiatives, records management, or regulatory documentation.

Responsibilities

Maintain compliance with regulatory requirements for state-licensed security companies and support adherence to company and industry standards.
Assist with developing, implementing, and improving security policies, procedures, programs, and operational protocols.
Maintain security records, documentation, licenses, certifications, and files in accordance with company policies and regulatory requirements.
Coordinate and participate in internal audits, inventories, compliance reviews, and other assessments.
Compile, maintain, and analyze criminal activity, incident, and security-related statistics for reporting, trend analysis, and decision-making.
Support the annual Corporate Security budget, including forecasting expenditures, assisting divisions with projected security costs, and monitoring financial performance.
Manage departmental expenditures through cost analysis, bid administration, vendor evaluation, contract negotiation, invoice approval, and expense reconciliation, including internal allocation and rebilling of security-related costs.
Oversee security equipment installation, maintenance, service agreements, and vendor-supported programs.
Administer payroll reporting in accordance with deadlines, procedures, and company requirements.
Manage onboarding for Corporate Security personnel and administer specialized security systems, programs, and departmental resources.
Collaborate with security leadership to coordinate departmental initiatives, priorities, and operational activities.
Assist in developing and maintaining operational procedures, post orders, departmental guidelines, and security documentation.
Serve as a member of the Crisis Management Team, supporting preparedness, incident response, and business continuity initiatives.
Analyze security risks, vulnerabilities, and exposures affecting corporate assets and provide mitigation recommendations.