Senior Facilities Officer / Facilities Officer (Reception) - Global Investment Bank

Key Responsibilities

-Manage day-to-day soft services operations including, but not limited to, reception and helpdesk services, access card management, event coordination, office supply and pantry procurement

-Coach and supervise Office Assistants to ensure consistent, high-quality service delivery.

-Source products and services in line with company policy, conduct cost comparisons and prepare procurement proposals

-Draft, review, and facilitate contract documentation, including vendor negotiations and coordination with internal stakeholders.

-Manage external service providers and ensure compliance with contractual terms and service level agreements (SLAs).

-Initiate and monitor onboarding process and ongoing management for vendors, ensuring due diligence, risk assessments, and compliance with internal governance and regulatory

requirements.

-Prepare, validate and track purchase requests and invoices with accuracy and timeliness.

-Review and update Work Instructions periodically. Identify and implement process improvements to enhance operational efficiency and service quality.

-Support other duties as assigned

-Maintain a professional appearance and welcoming demeanor at all times, adhering to the business attire dress code.

Qualifications & Skills

-Minimum of 2 years’ experience in facilities management or office administration, preferably within corporate or banking sectors

-Demonstrated experience in front-of-house or reception services

-Familiarity with procurement, vendor coordination, and inventory management

-Experience in corporate event planning

-Skilled in helpdesk coordination and follow-through

-Excellent interpersonal, communication, and multitasking abilities

-Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

-Fluent in English, Cantonese, and Mandarin

-Quick learner with a growth mindset, adaptable to a risk-aware environment

-Able to work independently and collaboratively