Job Description
Job Overview:
Highly organized and detail-oriented Facilities associate to oversee the maintenance and procurement needs of our office in Taipei, Taiwan. 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:
Office Operations & Facilities
- Access & Security: Issue access cards; assist with lobby machine use for visitor passes.
- Maintenance: Coordinate with building mgmt. and vendors for repairs.
- Meeting Rooms: Manage bookings via Outlook.
- Cleaning & Pest Control: Oversee daily cleaning, quarterly pest control, and yearly deep cleans.
- Amenities & Utilities: Manage coffee/water supplies, WiFi, and mobile contracts.
- Occupancy Reporting: Submit monthly reports
- Performs other related duties as assigned.
Procurement & Vendor Management
- Invoices & REQs: Submit invoices with translation forms; raise REQs in Workday using net amounts.
- Courier Services: Handle local & international courier invoice validation and submission.
- Supplies & Printing: Order supplies/stationery; manage printing needs (cards, posters,A4paper).
- Document Services: Oversee archiving, shredding, and printer maintenance.
- IT Equipment: Coordinate orders/repairs and include delivery notes for audit.
- Shuttle Service: Assist with payment processing and TARs.
- Contract Renewals: Obtain vendor quotes and liaise with purchasing for renewals.
Finance & Administration
- Submit and track office-related invoices and financial documents.
- Coordinate monthly document delivery and scanning for banking processes.
- Assist with travel and expense (T&E) reporting
- Corporate card applications.
HR & Compliance Support
- Distribute holiday notices and maintain internal contact lists.
- Assist with HR forms, health check documentation, and insurance paperwork.
- Help with onboarding and exit processes, including documentation and equipment tracking.
- Coordinate group insurance, tax-related forms and official correspondence.
Clinical Operations Support
- Support invoice reconciliation and maintain proper filing of key documents.
- Assist in processing payments for study-related services (e.g., printing, translation).
- Manage cheque handling and postage logistics for the clinical team.
Qualifications （Minimum Required）:
- Bachelor’s degree
- Local Language （Native）, English （Business）
Experience （Minimum Required）:
- 3–6 years of relevant experience in office operations and facilities management
- Advanced proficiency in Microsoft Office tools (Excel, Word, PowerPoint)
- Ability to multitask and remain efficient in a fast-paced, interruption-prone environment
- Strong attention to detail and accuracy in documentation and reporting
- Proven ability to collaborate with cross-functional teams (Finance, HR, Clinical, IT)
- Results-driven mindset with a track record of improving operational processes
- Additional relevant experience may be considered in place of formal education requirements
Physical Demands/Work Environment:
- Must be able to see and hear.
- Must be able to use a computer keyboard for up to 6 hours per day.
Learn more about our EEO & Accommodations request here.
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