Workplace Services Manager, Japan
BeiGene
Unknown, Unknown, 日本
Full-Time
Competitive
OfficeManager
About us
BeOne is a global oncology company that is discovering and developing innovative treatments that are more affordable and accessible to cancer patients worldwide. With a broad portfolio, we are expediting development of our diverse pipeline of novel therapeutics through our internal capabilities and collaborations. We are committed to radically improving access to medicines for far more patients who need them. Our growing global team of more than 10,000 colleagues spans five continents, with administrative offices in Basel, Beijing,and Cambridge, U.S. To learn more about BeOne, please visitwww.beonemedicines.comand follow us on LinkedIn and X (formerly known as Twitter).
BeOne continues to grow at a rapid pace with challenging and exciting opportunities for experienced professionals. When considering candidates, we look for scientific and business professionals who are highly motivated, collaborative, and most importantly, share our passionate interest in fighting cancer.
Job Description:
General Description:
The incumbent will be based in BeOne’s Tokyo Office and take care overall Workplace Services in the office.
The position will be required to be in the office 4 days a week, and on call, as needed. The WPS Manager will lead essential admin services and supports for the office, such as, Café, stationary, vendor management, pantry management, mail/shipping, on-site events, communication, and awareness to local staff.
The WPS Manager will create partnerships with all levels of the organization, including, BeOne on and off-site leaders, and property management representatives in Tokyo office. Additionally, the incumbent will consult with colleagues on day to-day operations and serve as the focal point of contact for any facility related matter.
The incumbent will be responsible for knowing, interpreting, and appropriately applying all applicable local laws, statutes, and regulations pertaining to areas of responsibility. He or she will also partner closely with the following BeOne departments: Commercial, R&D, Legal/Compliance, Global Security, EHS, Human Resources, and leaders within the WPS global team.
Essential Functions of the job:
Admin and Daily Operations:
Manages the smooth running of the office and all associated administrative tasks, supervises outsourcing Sales admin team.
Establishes business with new vendors to support the office requirement.
Purchase office supplies and manage the supply stock.
Tracks and maintains contact list of employees for emergency case.
Manages relationships with vendors and building management.
Procures necessary equipment, furniture, and supplies.
Orders and manages access card and order business card and name tags for our employees.
Updates Japan WPS Beep page.
Proceed vendor onboarding process when a new vendor needs to be registered as our vendor.
PR/PO works for vendor’s payment and deliver invoice to Accountspayable team on time.
Share Japan office monthly cost to Manager monthly.
Provides office induction, health and safety and corporate card application for new hires.
Manages contract and price negotiations with office vendors and service providers as needed and in partnership with Finance.
Provides visitor supports – logistic, hotel and office access, and other support as requested.
Confirms our employee’s safety during the natural disaster such as typhoon and earthquakes. Introduced SECOM safety confirmation system to add layers to the safety confirmation process.
Provide general support to visitors.
Manages local WPS events such as International Women’s Day, local celebration day and other office events.
Plans and procures in-house or off-site office activities, such as media interviews, quarter townhall meeting and conferences.
Take attendance record and provide the catering service when requested.
Assist any requests or inquiries from the general manager and employees.
Stake holders (Japan GM and other leaders) Support
Closely works with other Department directors and leaders to make sure their needs are met.
Attends monthly Japan Leadership team meeting as requested.
Setting up general call center service for the primary response.
Responsible for Corporate Card application submission and any trouble shootings. Communicate with Finance as SPOC.
Any other duties assigned by General Manager.
Commercial and R&D Team’s Support
Assists Commercial team to procure and manage their fleet, housing and other necessary service to ensure the smooth operation.
Attends weekly Commercial Leader team meeting.
Support R&D team’s visit and townhall– from logistic, secure conference room, communication between vendors, manage townhall meeting headcounts and catering.
Support media interviews – from secure and procure hotel conference room, communication between media, contract and payment, as well as setting up the venue and attend the interview to make sure the events go smoothly.
HR Support
Assists HR with onboarding and termination process.
Updates Organization chart.
Assist any requests from HR team.
Assist HR to organize the training (HR will conduct the training)
IT Support
Keep returned IT stocks such as laptop per requested by IT team.
Manages Teams group as an owner to add new channels and new hires.
EHS Support
Attends meetings with HR and occupational doctor to establish the occupational health committee in Japan.
Assigned as Japan office’s occupational health supervisor to ensure the safety for the employees.
Communicates with occupational doctor to ensure the office safety – any hazardous equipment or devices to be safely stored and managed.
Works closely with Lauren to provide feedbacks and information about the inspection questionnaires.
Make sure we are aligned with Global EHS standards.
People Management:
Creates and implements training for all onsite services.
Meets all reporting governance needs and creates, presents, and hosts such needs as required, focusing on each specific country’s requirements.
Qualification Required:
Education Required:
Bachelor’s Degree or equivalent years of experience
Qualifications:
Bachelor’s degree preferred. Must have 10 + years’ Workplace/Facilities Pharma experience.
High level of customer service skills.
Ability to lead and motivate a team.
Demonstrated leadership abilities.
Must be mission driven and self-directed to simultaneously work productively on multiple initiatives.
Strong organizational skills.
Highly developed verbal and written communication skills.
Able to manage and train individuals at various skill levels.
Strong ability to interpret and apply policies and procedures.
Must be a collaborator, committed to working in a quality environment.
Supervisory Responsibilities:
Potential to build and be responsible for hiring, supervising, and developing a team.
Computer Skills: Strong proficiency with Microsoft Office programs, including PowerPoint, Word and Excel required.
Other Qualifications: Fluency in both verbal and written English; competency in any other major language would be a benefit.
Travel: +/- 30% global travel (as required)
What We Offer To Our Valued Employees
Market competitive compensation package including performance-based annual bonus scheme
Company shares (generous welcome grant!)
In-house and external learning and development opportunities
Fantastic benefits program and keep improving!
Plus you get to work with a dynamic team of collaborative, supportive, inclusive, and fun professionals whose mission is clear: Cancer has no borders and neither do we.
Join us and Make momentum in your career!
BeOne Global Competencies
When we exhibit our values of Patients First, Collaborative Spirit, Bold Ingenuity and Driving Excellence, through our twelve global competencies below, we help get more affordable medicines to more patients around the world.
BeOne is committed to respect and protect personal information rights of job applicants and will process job applicants’ personal information in accordance with applicable laws and regulations.
Due to BeOne’s global operation, job applicants’ data will be stored overseas with adequate protection. Besides, job applicants’ data will be stored for no longer than is necessary to facilitate potential application for other suitable positions in BeOne. For further details, please refer to BeOne’s Job Applicant Privacy Policy (https://beonemedicines.com/privacy-policy).
If you voluntarily provide your personal information to us, it is deemed as you have acknowledged and consented to (if required by the applicable laws) BeOne’s Job Applicant Privacy Policy as well as the relevant privacy terms. If you voluntarily provide the personal information of other job applicants to us, it is deemed as you have ensured that the relevant individuals have acknowledged and consented to (if required by the applicable laws) BeOne’s Job Applicant Privacy Policy as well as the relevant privacy terms.
If you have any concern, please DO NOT provide any resume or other personal information to us.