Facilities Associate

6 months ago

Singapur, Singapore FSI Fortrea Singapore Pte Ltd Full time

As a leading global contract research organization (CRO) with a passion for scientific rigor and decades of clinical development experience, Fortrea provides pharmaceutical, biotechnology, and medical device customers a wide range of clinical development, patient access and technology solutions across more than 20 therapeutic areas. With over 19,000 staff conducting operations in more than 90 countries, Fortrea is transforming drug and device development for partners and patients across the globe.

Job Overview:

Highly organized and detail-oriented Facilities and Procurement Coordinator to oversee the maintenance and procurement needs of our office in Singapo. The ideal candidate will be responsible for monitoring the physical status of various office equipment and facilities, coordinating repairs and maintenance activities, and handling procurement tasks efficiently. The role requires excellent communication skills to liaise with vendors and internal teams effectively.

Summary of Responsibilities:

FACILITIES

Monitor physically status of the air conditioned, lights, appliance (such as refrigerator, coffee maker, microwave oven, wall clock, water dispenser) doors, fire extinguishers, fire alarm, biometrics, UPS. USB ports, photocopiers, vending machine, workstations, chairs, pedestal, Lockers, access cards and all the items that can be seen in the office. Meeting room support (booking) & air con extension request (SG) TELCO

- Mobile phone purchasing, distribution, Asset List (SG)

- Ad hoc request for data roaming plan

- Manage Digi Telecommunication (MSIA)

Reception activities (SG) Act as an interface with client, visitors, and guests. Being the point of contact for building landlord Monthly Occupancy report & utilization report (collect & compile) APAC, China, India

REPAIRS & MAINTENANCE

Oversee office facilities for repair. Collaborate with vendors to schedule preventive maintenance, inspections, or urgent repairs. This includes obtaining quotations, creating purchase orders upon approval, and initiating activity planning. Maintain communication with the Building Administration and Property Management Office (PMO) regarding repair, inspection, and preventive maintenance activities.

PURCHASING & PROCUREMENT

Manage vendor relationships for the procurement of office supplies, vending machine stocks, cleaning materials, IT-related equipment, and any other items requested by various teams or projects for upcoming activities. Place orders for office supplies, housekeeping consumables, and pantry supplies to ensure adequate stock levels are maintained.

• Assist with registering new Third Party Vendors in FSA system according to Fortrea policy and procedures

Receipt for the PO after receiving invoice, Delivery Order & goods Assist controllers with any other financial related matters to ensure that all financial process is completed in a timely manner Maintain tracker to ensure of all responsible financial process to ensure that all payments are properly documented and completed in a timely manner

BILLINGS AND PAYMENTS

Handle billing processes related to office facilities, including utilities, maintenance services, and any other applicable charges. Ensure timely processing of payments to vendors and service providers for facility-related expenses. Maintain accurate records of invoices, payments, and financial transactions related to facilities management. Coordinate with the finance department to reconcile billing statements and resolve any discrepancies. Manage Rental GL coding for Singapore and Regus(APAC) Manage various account of Logistic accounts (FedEx (IT account), DHL, The Road Master, TNT)-APAC, prepare the GL coding, Invoice processing

• Escalate any potential risk of late payment or other financial matter that could impact facility operations

Real Estate and Projects:

Assist with real estate and project-related tasks as necessary.

Admin tasks

Create Purchase Order (PO) requests on behalf of the facilities management team

- Finance PO as and when requested by controllers for (SG, Thailand, TW, Korea, HK, MSIA)

- CDS PO request (SG, Thailand, MSIA, ANZ), process Invoice

Assistance provided for home-basing/ Staff liaison (enquiries/assistance) (SG) Courier support and shipping preparation (SG & MSIA) Public Holidays Announcement (APAC) Business card request (MSIA & SG) On/Offboarding (issuance & clearance) (SG) Procurement Office Stationery(SG) Daily Attendance Update Archiving support (Crown) (SG) Manage Iron Mountain, monthly paper destruction (SG) Printer management (Ricoh) -repair, maintenance, toner order (SG & MSIA)

Qualifications (Minimum Required):

University degree Chinese (Native) English (Business) Problem solving, Interpersonal skills, Attention to detail.

Experience (Minimum Required):

3 to 6 years of experience

Preferred Qualifications Include:

N/A

Physical Demands / Work Environment:

Work in an office environment (Remote working is not allowed) Location: Singapore

Fortrea is actively seeking motivated problem-solvers and creative thinkers who share our passion for overcoming barriers in clinical trials. Our unwavering commitment is to revolutionize the development process, ensuring the swift delivery of life-changing ideas and therapies to patients in need. Join our exceptional team and embrace a collaborative workspace where personal growth is nurtured, enabling you to make a meaningful global impact.

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