Overview
General Service Manager – Corporate Services & Administration Jobs in Hong Kong, Hong Kong SAR at Optimum Solutions Pte Ltd
Title: General Service Manager – Corporate Services & Administration
Company: Optimum Solutions Pte Ltd
Location: Hong Kong, Hong Kong SAR
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.
