Administrative Services Manager

Company Overview:

Hillwood, a Perot Company, is a premier real estate investment and development company founded on a culture of integrity, respect, excellence and teamwork. The company is a full-service real estate developer, investor and advisor focused on developing opportunities for investors, partners and communities around the world. See additional details at www.hillwood.com.

 Position Summary:

Hillwood is seeking a highly professional, service-oriented Administrative Services Manager to join its Corporate Security team in Dallas, Texas. This role serves as a senior leadership position within the department and works closely with the Security Director, Security Operations Manager, Executive Protection Manager, and Emergency Preparedness Manager to support the overall effectiveness of Hillwood's security operations.

In this highly engaged and hands-on role, the Administrative Services Manager is responsible for preparing and analyzing reports across a broad range of security-related functions, maintaining inventories of security equipment and technology assets, and overseeing a wide variety of administrative and operational support activities essential to the department's success. The position plays a critical role in ensuring organizational efficiency, operational readiness, and seamless coordination across the Corporate Security function.

Given the nature of the responsibilities and the need to support security operations as situations arise, this position requires flexibility and availability beyond normal business hours when necessary.

Responsibilities:

Security Administration and Compliance

• Maintain compliance with all applicable regulatory requirements governing state-licensed security companies and support ongoing adherence to company and industry standards.
• Assist in the development, implementation, and continuous improvement of security policies, procedures, programs, and operational protocols designed to protect associates, guests, visitors, and corporate assets.
• Maintain all security records, documentation, licenses, certifications, and files in accordance with company policies and applicable regulatory requirements.
• Coordinate and participate in internal audits, inventories, compliance reviews, and other assessments to ensure accurate recordkeeping and operational accountability.
• Compile, maintain, and analyze criminal activity, incident, and security-related statistics to support reporting, trend analysis, and informed decision-making.

Financial and Operational Management

• Support the annual budgeting process for the Corporate Security function, including forecasting security-related expenditures, assisting business divisions with projected security costs, and monitoring departmental financial performance.
• Manage departmental expenditures through cost analysis, bid administration, vendor evaluation, contract negotiation, invoice approval, and expense reconciliation, including the allocation and rebilling of security-related costs to internal departments.
• Oversee security equipment installation, maintenance, service agreements, and vendor-supported programs to help ensure operational readiness and effectiveness.
• Administer payroll reporting processes in accordance with established deadlines, procedures, and company requirements.
• Manage the onboarding process for Corporate Security personnel and administer specialized security systems, programs, and departmental resources.

Leadership and Risk Management

• Collaborate closely with the Security Director, Security Operations Manager, Executive Protection Manager, and other security leadership team members to coordinate departmental initiatives, priorities, and operational activities.
• Assist in the development and maintenance of operational procedures, post orders, departmental guidelines, and security-related documentation.
• Serve as a key member of the Crisis Management Team, supporting preparedness efforts, incident response activities, and business continuity initiatives.
• Conduct ongoing analysis of security risks, vulnerabilities, and exposures affecting corporate assets, providing recommendations that support mitigation efforts and operational resilience.

Required Skills and Abilities:

• Strong interpersonal skills with the ability to communicate effectively with executives, business leaders, associates, and external partners.
• Ability to work independently, exercise sound judgment, and effectively manage multiple priorities.
• Experience with budgeting, cost analysis, financial reporting, or related accounting functions.
• Strong sense of urgency and commitment to delivering high-quality work.
• Exceptional personal and professional judgment, discretion, and integrity.
• Adaptability and flexibility to respond 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.

 Education and Experience:

• Bachelor's degree required; degree in Business Administration, Management, Accounting, Finance, Criminal Justice, or a related field preferred.
• Minimum of 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 with budgeting, expense management, invoice processing, cost tracking, or other financial administration activities preferred.
• Experience managing vendor relationships, contracts, and service providers.
• Experience coordinating audits, compliance initiatives, records management, or regulatory documentation preferred.

Physical Requirements:

• Maintain a welcoming manner and conservative appearance.
• Maintain Texas Class C driver’s license and operate a motor vehicle and other equipment as needed.

EEO Statement:

Hillwood is committed to providing Equal Opportunity in Employment, to all applicants and employees regardless of, race, color, religion, gender, age, national origin, military status, veteran status, handicap, physical or mental disability, sexual orientation, gender identity, genetic information or any other characteristic protected by law.