Corporate Services Manager (Contract)

Strategic and experienced Head of Corporate Services with accountabilities encompassing premises, facilities management, physical security.

The Corporate Services Manager reports to the Regional Head of Corporate Services and will be responsible for the following activities:

1. Project Phase Key Responsibilities

Project Planning & Delivery

• Assist Project Director on end-to-end management of office construction project.

• Coordinate space planning, workplace strategy, and design development activities.

• Monitor project milestones and ensure timely completion of deliverables.

• Manage project risks, issues, and change requests.

Stakeholder Management

• Engage with business, IT, Corporate Services on physical security, technical infrastructure and procurement services

• Serve as the single point of contact for internal project communications.

• Conduct Project Steerco meetings for validation requests and/or project status updates.

• Manage expectations and resolve project-related conflicts.

Vendor & Contractor Management

• Coordinate external consultants, contractors and/or suppliers.

• Be part of teams to review and evaluate tender submissions and contractor proposals.

• Ensure quality standards and project deliverables are met.

Budget & Financial Management

• Work with external project manager and internal stakeholders to:
  • Prepare and manage project budgets and forecasts.
  • Track expenditures and maintain financial controls.
  • Review and approve invoices and variation orders.
  • Identify cost-saving opportunities while maintaining project quality.

Move Management

• Manage move planning and occupancy readiness.

Reporting & Documentation

• Maintain project schedules, budgets, risk registers, and action logs.

2. BAU Key Responsibilities

General Oversight and Coordination

• Enhance and/or develop all policies and guidelines relating to Corporate Services activities in SCB HK aligned with regional and local standards and requirements

• Complete all relevant regulatory and internal reporting and audit requirements (e.g. permanent supervision, personal data, dashboards

• Perform all relevant permanent supervision controls within the deadline

• Monitor the lease contracts, expiry and rent reviews, organizing necessary material for management decision (appointment of real estate agents, designers, contractors as required)

Budget & Cost control

• Manage local budget to meet year end requirements

• Manage the payment of all invoices, including confirming that all charges are correct and supported.

• Identify and drive opportunities for cost-savings initiatives, energy saving and sustainability initiatives

Facilities Management

• Oversee the daily operations and manage locally our outsourced Facilities Management (FM) partner. Attend the monthly management meeting with vendor – monitoring the performance of their services.

• Implement preventive and predictive maintenance programs in coordination with the FM partner

• Participate and extend support for activities undertaken for DR / BCP (power shutdown, drills, etc.)

• Liaise with building management / landlord to ensure all relevant information is being shared appropriately, and any concerns are escalated in a timely manner

• Lead the full scope of Facilities Management services including document storage management, inventory and asset management, front of house and insurance policies.

Engineering & Security

• Liaise with the regional engineering team on all matters relating to critical environment and equipment maintenance management

• Ensure that the physical security set-up is aligned with corporate, local and regional standards as well as requirements relating to policies and practices, equipment, monitoring and reporting are well implemented

• Operate and manage the physical security for SCB Hong Kong office

Real Estate

• Lease management and active monitoring of market intelligence on tenant property market

• Coordination and monitoring of data for use in quarterly and annual regional and global dashboards

• Optimize office space allocation to support business needs/requests

• Plan and execute office moves, changes and fit outs with minimal disruption to business operations

• Ensure efficient and ergonomic workplace design

Vendor and contract management

• Work in close collaboration with the regional sourcing team and all local Department Heads to ensure that sourcing policy and processes are respected for all engagement with external vendors

• Negotiate and manage the contracts established with all vendors related to Corporate Services and Facilities Management.

Administration

• Ensure proper framework for hotel bookings.

• Work closely with the regionally appointed travel lodge card providers

• Extend support in organizing events, food arrangements and any other support that may be required for the general conduct of events