Administrative Services Manager

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!

Selene is seeking an Administrative Services Manager to oversee the daily operations of assigned locations while providing high‑level administrative and executive support to our rapidly growing teams. The ideal candidate is facilities‑focused, customer‑obsessed, exceptionally organized, and comfortable functioning as both an operational leader and an executive assistant. This individual thrives in a fast‑paced environment, builds strong relationships, anticipates needs, and delivers a best‑in‑class support experience.

• Serve as the primary liaison with property management regarding badges, keys, HVAC requests, overall security issues, and facility maintenance (e.g., plumbing, elevators, pest control, hygiene).
• Coordinate facility seating, equipment allocation, and supply needs; maintain floor plans and seating charts with monthly or as‑needed updates.
• Act as the key liaison to IT to ensure all new hires and on‑site associates have proper equipment and system access.
• Lead on‑site logistics for meetings, events, trainings, and executive visits, including catering, room reservations, temporary badges, and safety protocol management.
• Evaluate and recommend process improvements, equipment changes, or service enhancements to reduce cost and increase efficiency.
• Lead on‑site safety coordination in partnership with Risk Management, including emergency preparedness and fire‑drill support.

• Provide high‑level administrative support to the Site Leader and assigned executives, functioning as their primary administrative resource.
• Manage and optimize executive calendars, including meeting prioritization, conflict resolution, and scheduling across time zones.
• Coordinate domestic travel, lodging, itineraries, and logistics; ensure all travel and commitments are accurately reflected in executive calendars.
• Prepare, review, and submit expense reports; maintain receipts and purchasing documentation for assigned executives.
• Draft correspondence, communications, announcements, and meeting agendas on behalf of leadership.
• Assist with preparing presentations, reports, and briefing materials for internal and external meetings.
• Coordinate executive meetings, including onsite visits, investor luncheons, leadership sessions, and corporate communication forums.
• Act as a trusted gatekeeper—screening calls, managing sensitive information, anticipating needs, and ensuring executives are fully prepared and supported.

• Manage supplier relationships in partnership with VMO to ensure optimal pricing on supplies, equipment, hotels, and travel.
• Conduct quarterly badge‑swipe audits with IT Facilities.
• Maintain inventory of office, kitchen, and restroom supplies; ensure the office is clean, functional, and guest‑ready.
• Provide reception and phone support as needed to ensure a professional experience for internal and external visitors.
• Perform other duties as assigned to support Selene associates, leadership, and guests.
• This is a fully on‑site role. Regular on‑site presence is required.

• Minimum 3 years of experience in facilities management or office operations
• 5–7 years of experience as an executive assistant or senior administrative professional
• Demonstrated success managing multiple priorities independently to completion
• Excellent interpersonal, verbal, and written communication skills
• Strong cross‑functional collaboration skills
• Highly organized with exceptional attention to…