Facilities Coordinator

4 weeks ago

Shanghai, Shanghai, China SHA Fortrea Pharmaceutical Research & Development (Beijing) Co Ltd Shanghai Branch Full time
About Us

SHA Fortrea Pharmaceutical Research & Development (Beijing) Co Ltd Shanghai Branch is a leading global contract research organization with a passion for scientific rigor and decades of clinical development experience.

Job Description

We are seeking a highly motivated Facilities Associate to join our team. As a key member, you will be responsible for providing administrative support for our facilities in Shanghai, China.

Responsibilities
  • Reception Services:
    • Nanjing mail management: Inbound and outbound mail and parcel are sent or received by yourself.
    • Check courier invoices and submit to Facilities Manager for verification and submission for check request.
  • Workspace Management:
    • Monthly update of occupancy report to Regional Head of Facilities.
    • Management of office workspace, including new hires, printers, and stationery.
  • Cleaning Services:
    • Taking charge of cleaner on housekeeping activities, ensuring cleanliness of facility and regular replenishment of pantry supplies.
    • Spot-checks to ensure meeting rooms, enclosed offices, and open workstations are cleaned regularly and dust-free.
  • Facilities Maintenance:
    • Raising PO requests for related matters.
    • Coordination with vendors for monthly, quarterly, and yearly plans.
  • Facilities Supplies:
    • Ensuring all general office supplies are available or replenished regularly for effective office operations.
    • Raising PO requests as assigned by Executive Admin and Facility Manager.
  • Security:
    • Tracking Nanjing office door access card user.
  • Environment, Health & Safety (EH&S):
    • N/A.
  • Finance, Procurement and Legal Processes for Facilities Related Operations:
    • Raising check requests for facilities-related expenses, including Amex air-ticket fees, work phone fees, and wireless card fees.
    • Raising related PO requests as assigned by Facility Manager.
  • Other Services:
    • Hotel reservations and car services.
    • 3G wireless card management.
    • Update of employee contact list.
    • Organizing monthly employee birthday activities.
    • China Work-iPhone Management.
    • Assisting home-based employees in submitting reimbursement.
    • Custodian of Shanghai Branch Company Seal and Business License.
    • China Homebased company asset management.
    • China Wireless card & Mifi management.
    • Annual China test call support.
    • Supporting business in organizing office activities if required.

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