Head of Corporate Services

Job description

Missions Strategic and experienced Head of Corporate Services with accountabilities encompassing premises, facilities, branch administration and security. The position remains primarily a Corporate Services role and may provide limited back-up support for selected local IT-related and GTE activities where required for continuity of operations.

The Corporate Services Manager reports locally to the COO of Société Generale in Taipei and functionally to the Regional Head of Corporate Services and will be responsible for the following activities: General Oversight and Coordination Enhance and/or develop all policies and guidelines relating to Corporate Services activities in Taiwan align 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 Taipei 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 in Taiwan.

Negotiate and manage the contracts established with all vendors related to Corporate Services and Facilities Management. Cross-Functional Responsibilities Undertake additional cross-functional responsibilities within the entity as assigned, ensuring alignment with business priorities and adapting to evolving operational needs. Selected Local IT-related Back-up Support Provide limited back-up coordination for selected local IT-related operational activities when required to support continuity of operations.

Assist with basic follow-up on designated local application matters, including user access, incident escalation, documentation or control evidence, under the guidance of the relevant IT owners. Coordinate with business users, regional IT teams and vendors where local follow-up is required. Back-up GTE Function Provide limited back-up coverage for selected local GTE activities during staff absence, peak workload periods or contingency situations.

Assist with coordination and follow-up of local workplace technology, equipment, infrastructure or service issues with regional support teams and vendors. Support selected technology governance, information security, regulatory or vendor follow-up activities when requested by the dedicated GTE staff or 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