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General Service Manager – Corporate Services & Administration

Optimum Solutions Pte Ltd • Full Time • Hong Kong, Hong Kong, HK • 1m ago

Job Title- General Service Manager (Corporate Services & Administration)

Client- Banking industry

Work location- Hong Kong

Job Summary

The General Service Manager is responsible for the day-to-day management of the bank’s physical infrastructure, workplace services, security, and administrative support.
This role ensures a safe, functional, and well-maintained environment for all staff, including expatriate employees.
Key areas include facilities management, physical security, office supplies, office insurance, and expatriate accommodation coordination.

Key Responsibilities (Task-Specific)

1. Building & Facilities Management

Oversee maintenance, repair, and renovation of bank premises (offices, branches, storage areas).
Manage service contracts for HVAC, plumbing, electrical systems, elevators, and civil works.
Conduct regular facility inspections to ensure compliance with health, safety, and building codes.
Coordinate with landlords, property management, and contractors for leasehold improvements.
Handle emergency facility repairs (e.g., flooding, power outage, structural issues).

2. Physical Security

Implement and monitor branch/office physical security measures: CCTV, access control systems, burglar alarms, security lighting.
Manage contracts with private security guard companies; supervise guard deployment and post orders.
Conduct regular security audits and drills (fire, intrusion, evacuation).
Coordinate with local police and bank’s internal risk team on security incidents.
Oversee key/access card issuance and revocation for staff.

3. Office Supplies & Inventory Management

Maintain inventory and reorder levels of office stationery, printing materials, pantry items, and cleaning supplies.
Manage vendor relationships for office consumables; negotiate pricing and delivery schedules.
Track supply usage and costs; prepare monthly consumption reports.
Issue supplies to departments and maintain issuance logs.

4. Office Insurance

Manage the bank’s office-related insurance policies: property insurance (building & contents), business interruption, fire, flood, theft, and public liability.
Liaise with insurance brokers during annual renewals and claims processing.
Document and report insurable incidents (e.g., breakage, theft, accidental damage).
Maintain up-to-date asset registers for insurance valuation.

5. Expatriates Accommodation Management

Source, lease, and manage furnished/unfurnished accommodation for expatriate staff.
Coordinate lease agreements, utility connections (electricity, water, internet, gas), and municipal registrations.
Handle move-in / move-out inspections, maintenance requests, and rental payments.
Ensure accommodations meet bank’s safety, hygiene, and quality standards.
Manage relationships with landlords, real estate agents, and property service providers.
Reimburse or pay housing-related bills and track against housing budget.

6. General Office Administration

Supervise administrative staff (reception, cleaners, drivers, office assistants).
Manage internal mail/courier services and document dispatch.
Coordinate meeting rooms, furniture layout, and office moves.
Oversee vehicle fleet management (if applicable): maintenance, fuel, driver schedules.

7. Vendor & Budget Management

Negotiate service contracts for cleaning, pest control, landscaping, waste disposal, pantry catering, etc.
Monitor contract SLAs and approve vendor invoices.
Prepare and manage the general services annual budget (facilities, security, supplies, insurance, expat housing).
Identify cost-saving opportunities without compromising service quality.

Qualifications & Experience

Education

Bachelor’s degree in business administration, Facility Management, Property Management, or a related field.

Experience

Minimum 5–7 years in general services / administration / facilities management, **ideally in a bank, financial institution, or large corporate office**.

Proven experience managing:

Building maintenance and contractors
Physical security systems (CCTV, access control, guards)
Office supply chain / inventory
Corporate property or contents insurance
Expatriate housing or staff accommodation
Experience with budget tracking and vendor negotiations.

Technical Skills

Knowledge of fire safety, building codes, and occupational health standards.
Familiarity with insurance claims processes (property & liability).
Ability to read lease agreements and basic facility drawings.
Proficient in MS Excel (inventory, budget tracking) and facility management software (e.g., FM:Interact, Maintenance Connection – a plus).

Soft Skills & Competencies

Strong problem-solving – ability to handle facility emergencies (day or night).
Vendor management and negotiation.
High integrity – handling of bank assets, keys, and sensitive accommodations.
Excellent organizational skills – multitasking between expat moves, insurance renewals, and supply restocking.
Clear written and verbal communication. English, Cantonese/Chinese needed.

Key Performance Indicators (KPIs)

Facility uptime (no unresolved critical breakdowns >24 hours)
Security incident resolution time (alarm/CCTV failures, breaches)
Office supply stockout frequency per quarter
Insurance claims processing time (days from incident to settlement)
Expat accommodation satisfaction score (annual survey)
Cost variance vs. general services budget (<5% negative variance)

Working Conditions

Primarily office-based, with frequent physical walks of premises.
On-call availability for after-hours emergencies (security alarms, facility failures, expat housing issues).
May require occasional travel to expat accommodation units or off-site storage.

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