Corporate Services Manager

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

The Corporate Services Manager reports locally to the COO of Société Generale in Japan and functionally to the Regional Head of Corporate Services and will be responsible for the following activities:

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.

BAU Key Responsibilities

General Oversight and Coordination

• Enhance and/or develop all policies and guidelines relating to Corporate Services activities in Japan 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 Japan 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 Japan.
• 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

• Previous experience in the oversight of building services including critical environment building systems
• Previous experience in facility management, including travel, document storage and front of house
• Supervisory experience in all aspects of facilities and commercial property management
• Good knowledge of legislation relating to building management and maintenance
• Computer skills: Good knowledge of Word, Excel, PowerPoint.
• Ability to comprehend, analyze and interpret technical issues and deliver key messages to decision makers and stakeholders
• Strong sense of accountability and ownership
• Ability to understand the needs of multiple stakeholders and deliver solutions which can best respond to those needs
• Strong communication, interpersonal and change management abilities

Preferred Qualifications

• Experience working autonomously within broad organizational frameworks
• Capacity to work in a fast-paced environment on a broad range of rapidly evolving issues
• Previous experience in a flexible working environment (Agile, New Ways of Working)
• Strong organizational and people management skills
   

Language Skills

• Able to communicate effectively in English and Japanese is preferred. Daily intereactions with Japanese counterparties.

Behavioral Skills

• Client - Understanding and Respect: I listen to clients and colleagues in order to understand and anticipate their needs 
• Team Spirit - Synergies: I make cooperation with colleagues in and outside my team a priority
• Innovation - Thinking out of the box/Creativity: I propose new ideas and solutions
• Responsibility - Accountability: I make decisions in my scope of responsibilities
• Responsibility - Performance: I strive for high performance
• Commitment - Exemplarity: I embody the Group’s values 
   

Our Culture:

At Societe Generale, we live by our 4 core values of commitment, responsibility, team spirit and innovation. We are engaged and demonstrate consideration for others. We act ethically and with courage. We focus our talent and energy on collective success. We experiment and propose new ideas. This way, we maximize our ability to serve client needs and anticipate market changes. Societe Generale is committed to strengthening bonds with colleagues, communities, and the world in which we live, because relationships are at the heart of how we operate. Please visit our APAC career website: https://www.societegenerale.asia/en/careers/building-your-career-with/ for more information. 

Diversity, Equity & Inclusion (DE&I):

Our mission: Recruit, develop, advance, and retain a diverse workforce that is united in our efforts to enhance our competitive position and deliver innovative solutions to our clients.

Our vision:

• Engaged workforce that is demographically diverse in a way that reflects the communities in which we operate
• Inclusive culture and workplace that recognizes employees' unique needs and utilizes their diverse talents 
• Engage our community and marketplace, and position the organization to meet the needs of all its clients

Check out our DE&I initiatives: https://www.societegenerale.asia/en/careers/diversity-equity-inclusion-dei/

Societe Generale is committed to offering an inclusive recruitment experience to all candidates.  If you require any reasonable accommodations of assistance during the recruitment process, please do not hesitate to let our HR staff know.