Administrative Services Manager - Part-Time

Administrative Services Manager - Part time Location South Jordan, UT : 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 a Specialist in Administrative Services Management 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. This in-office position, requires someone who is attentive to the details, friendly and approachable, with a "can do" attitude. Responsibilities: As the primary contact for the assigned facilities' needs including on-site security and ongoing operations you will: 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, parking sticker forms, or special amenities (e.g., gym, micro stores). Coordinate facility seating, equipment usage, and supply needs; maintains floor plans and seating charts. Publish updates monthly or as needed. Act as a primary liaison to IT, ensuring any new individuals on site are provisioned according to requirements for the role. Coordinate 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 Site Leader and other 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). Assist with Business Continuity of Operations and Disaster Recovery responsibilities. Process expense reimbursement requests by reviewing and auditing for accuracy. Coordinate employee engagement activities (e.g., Culture Engagement Committee, social events, on site and virtual). Conduct quarterly badge swipe audits in collaboration with IT- Facilities. Maintain inventory records and supplies including office supplies, break room cleaning supplies, refreshments, restroom supplies, basic toiletries, etc. Track mail deliveries and notify the appropriate staff. Coordinate new hire orientation and on-site training in collaboration with Training Operations, the individual(s)' supervisors/managers, and the IT Department. Support coordination and/or organization of major company events in market and investor luncheons. Provide support in assembling presentations and other project-related tasks. Facilitate the corporate communication meetings and on-site visits. 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. Support HR/PeopleOps with Payroll Processing and auditing. Act as Executive Assistant to assigned leaders Support Finance with weekly check runs. 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. Qualifications Minimum five (5) years of experience with facilities management and administration 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 Prior experience with payroll and supporting HR and/or Finance preferred Competencies To perform the job successfully, the incumbent should demonstrate the following: Adaptability - Adapts to changes in the work environment. Manages competing demands. Changes approach or method to best fit the situation. Able to deal with frequent change delays, or unexpected events. Business Ethics - Treats people with respect. Keep commitments. Inspires the trust of others. Works with integrity and ethically. Upholds organizational values. Communications - Expresses ideas and thoughts verbally. Expresses ideas and thoughts in written form. Expresses ideas and thoughts in written form. Exhibits good listening and comprehension. Keeps others adequately informed. Selects and uses appropriate communication method. Customer Service - Displays courtesy and sensitivity. Manages difficult or emotional customer situations. Meets commitments. Responds promptly to customer needs. Solicits customer feedback to improve service. Dependability - Responds to requests for service and assistance. Follows instructions, responds to management direction. Takes responsibility for own actions. Commits to doing the best job possible. Keeps commitments. Meets attendance and punctuality guidelines. Teamwork - Balances team and individual responsibilities. Exhibits objectivity and openness to others' views. Gives and welcomes feedback. Contributes to building a positive team spirit. Puts success of team above own interests. Education/Experience High school diploma or general education degree (GED) required. Bachelor's degree from four-year College preferred. Three or more years related experience and/or training required. Language Ability Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Mathematical Ability Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Reasoning Ability Ability to apply common sense understanding to carry out detailed written or oral instructions with minimal supervision. Ability to deal with problems involving a few concrete variables in standardized situations. Computer Skills Working knowledge of and experience with Microsoft Office (Word, Excel, and Outlook). Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position works in a typical office environment with moderate noise levels. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is regularly required to sit while working at a desk, occasionally standing, walking, and using hands to lift and/or move up to 25 pounds. May also climb or balance; stoop, kneel, crouch or crawl. Needs to be able to talk and hear, but no special vision is required beyond the ability to see to read. The above is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor. Certificates and Licenses: N/A Supervisory Responsibilities: N/A Travel: Some travel may be required. Why Selene? Benefits Selene Finance LP is committed to the total wellbeing of its employees and therefore offers one of the best benefits packages available in the industry today, which includes: Paid Time Off (PTO) Medical, Dental &Vision Employee Assistance Program Flexible Spending Account Health Savings Account Paid Holidays Company paid Life Insurance Matching 401(k) Plan The job requirements listed above are representative of the knowledge, skills, and/or abilities required. This is not an inclusive list of all duties and responsibilities of this position. Incumbents will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. Selene reserves the right to amend and change responsibilities to meet business and organizational needs. Privacy Policy - Selene (seleneadvantage.com)