Administrative Services - Office Manager

Selene Finance LP•Dallas, TX

1d•Onsite

About The Position

Selene Holdings is a multiple-lines business financial services firm with a mortgage servicing company, a loan diligence company, a title company, an insurance brokerage, and a real estate owned company. We have office locations in Dallas, TX, Jacksonville, FL, and Salt Lake City, UT. Founded in 2007 to address needs in the mortgage industry, Selene strives to provide amazing client and borrower experiences. A positive attitude coupled with proven creative thinking and actions are all attributes we seek in every one of our employees. If you want to make a difference, then Selene is the place for you! The Role: Selene is seeking an Administrative Services Manager to oversee the daily operations of assigned locations including providing administrative support to our rapidly growing teams. The successful candidate is facilities focused, customer obsessed, a change agent who thrives in a fast-paced environment, has strong relationship building skills, and has effective listening and communication skills.

Requirements

Minimum 3 years of experience with facilities management and administration
5-7 years experience as an executive assistant, administrative professional
Customer centric with a focus on creating a “Wow” experience
Ability to set high personal goals and achieve them while working independently
Proven track record managing multiple priorities effectively through completion
Excellent interpersonal skills and effective verbal and written communication skills
Ability to work cross-functionally with various departments
Able to prioritize and manage time efficiently
Precise, attention to detail is critical
Realistic assessment of requirements and mature ability to engage openly, directly, and respectfully with others when communicating options including negative consequences
Capable of resolving escalated issues arising from operations and requiring coordination with other departments

Responsibilities

Act as the primary liaison with property management on matters such as badges, keys, HVAC requests, overall security issues and facility maintenance (e.g., plumbing, elevators, pestilence)/hygiene.
Assist local leadership with hiring, onboarding, and termination tasks, including coordinating interview schedules, setting up workspaces, and issuing/collecting/submission of access badges, special amenities (e.g., gym, micro stores).
Coordinate facility seating, equipment usage, and supply needs; maintain floor plans and seating charts. Publish updates monthly or as needed.
Assist with all on-site events including but not limited to catering, administration of temporary badges, enforcement of safety protocols (e.g. masks, county/area notifications), conference room reservations, audio visual needs, and coordinating facility access with IT.
Develop procedures and policies for the delivery of office services such as document processing and retention, mail and messenger, notary services, office equipment, purchasing, and facilities maintenance that meet the needs of the organization and associates on site.
Evaluate and recommend changes or additions to service offerings and equipment to manage costs and achieve efficiencies.
Provide administrative assistance to assigned executives on site or as assigned in the areas of calendar management, expense purchase receipts, and travel reservations (e.g., ensuring executives’ travel information is added to the calendar; proactively managing scheduling conflicts).
Manage suppliers in partnership with the VMO to ensure the best options for pricing products or services (e.g., supplies, hotels, air travel).
Act as on-site Safety Coordinator and key site liaison with Risk Management including coordination and communication of safety practices, drills, facilitation of safety classes, fire drills and protocols for natural disasters or other threats (e.g., COVID-19).
Conduct quarterly badge swipe audits in collaboration with IT- Facilities.
Maintain inventory records and supplies including office supplies, break room, refreshments, restroom supplies, basic toiletries, etc. Ensure breakroom, coffee stations and conference rooms are stocked, maintained and visitor-ready daily.
Assemble presentations and other project-related tasks.
Provide reception and phone support as needed to all internal and external customers and contacts; assist visiting Selene associates, vendors, and investors with needs while on site. May support weekly check runs.
Act as the Executive Admin for assigned leaders.
Perform other ad hoc tasks and projects related to the care of Selene associates and/or guests visiting the location.
This is not a work from home opportunity. It requires a regular on-site presence.