Workplace Services Manager, Japan

About the role

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 visit www.beonemedicines.com and 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 termin

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