What this job involves:Provide day-to-day office facilities support for a premier investment banking client in Hong Kong. Ensure seamless delivery of front-of-house and back-of-house services—including reception, mailroom, pantry, cleaning, and event coordination while maintaining high service standards, compliance, and responsiveness.
Responsibilities
Office & Front-of-House Services
- Oversee daily operations of workplace, reception, mailroom, pantry, and cleaning services to ensure a professional, hygienic, and efficient workplace.
- Coordinate internal events with users (e.g., meeting, town halls, client visits), including setup/teardown support.
- Serve as a visible point of contact for office users and visitors; uphold the client’s corporate image through consistent service delivery.
Facilities Coordination & Compliance
- Monitor office systems and service performance to ensure reliability and alignment with agreed service levels.
- Validate work orders and completion reports for quality and accuracy; support billing and payment verification processes.
- Ensure all services comply with the client’s internal policies and Hong Kong statutory requirements (e.g., fire safety, hygiene, waste disposal).
- Conduct routine site walkthroughs and FM inspections.
Vendor & Service Provider Oversight
- Liaise with approved vendors delivering cleaning, pantry, mail, and event support services.
- Monitor vendor performance against service expectations and escalate issues promptly.
- Support tender evaluations and contract renewals as directed by senior team members, in line with client procurement guidelines.
Emergency & After-Hours Support
- Participate in a rotational duty roster (Monday–Friday) even on Public Holidays (excluded Sat & Sun) to suit i-bank business model.
- Be available to receive and respond to emergency calls outside normal office hours (e.g., access issues, security alerts), coordinating immediate response as needed.
- Attend typhoon duty with compensation.
Client Service & Reporting
- Deliver responsive, professional service to internal stakeholders and external visitors.
- Log and follow up on client feedback or service requests to resolution.
- Assist in preparing inputs for weekly reports and monthly KPI tracking.
- Support budgeting and cost-tracking activities as required.
- Continuous Improvement
- Identify opportunities to enhance service quality, user experience, or operational efficiency (e.g., sustainability, reducing mailroom delays, improving pantry stock management).
Key Stakeholders
- Investment bank employees and executive assistant
- On-site service vendors (cleaning, catering, mail, security)
- Building management and property teams
Required Skills And Experience
- Diploma or above in any discipline
- At least 2 years of relevant experience in facilities Management
- Good command in spoken and written English and Chinese
- Good communication and interpersonal skills
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
