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china Facilities Specialist

  • Location
    (CHINA) and Beijing
  • Job Reference
  • Functional Area/Experience
    Business, Accounting & Finance / 1 Year

Job Description & Qualifications

Provide building and office management services for economy of operation and maximum usage of facilities and equipment. Work with external vendors to develop and implement facilities plans. Review vendor contracts, onsite vendor performance, timely work order completion, and construction related activities. Participate in collaborative space planning efforts with internal resources and user groups. Prepare and monitor annual property budget and other related costs in facility planning. This position will interface with both senior management as well as individual contributors.

As a member of our Real Estate and Facilities team, you will assist the building or office manager in all aspects of daily operations. This may include managing Oracle's office space and equipment. Ensure adherence to company guidelines, processes and building and safety codes. Obtain, review and estimate design costs including equipment, installation, labor, materials, and preparation. Prepare annual budget. Conduct benchmarking.

Line of Business: Real Estate and Facilities

Reports to: Facilities Manager

Key objectives of the role

  • Provide professional support to Beijing – Oracle Building to provide and maintain a quality work environment and facilities services that enhances employee productivity
  • Implement Real Estate and Facilities standard process and procedure for Beijing – Oracle Building
  • Improve employee engagement and satisfaction

Specific tasks/responsibilities

  • Assist the Facilities Manager in all aspects of facilities services and program to provide a quality work environment. Service including indoor plant, cleaning, general office supplies, mail service, reception and other related facilities services provided by contractors and vendors.
  • Work with vendors to develop and implement facilities plans. Review vendor contracts, Monitor onsite/offsite vendor performance & timely work order completion by conducting periodic meeting with suppliers, conducting periodic inspection and Customer Survey.
  • Set up annual preventive maintenance plan for all facilities equipment and coordinate all maintenance schedules, renewals, payments and site visits with vendors
  • Tracking of approved budgets to make sure all related expenses are stay within approved budget and monitor & verify vendor payment status to ensure purchase orders are not over-billed and vendors receive timely payment to avoid disruption in service.
  • Maintain inventory of all facilities capital assets, office equipment etc.
  • Track adequate inventory of general kitchen supplies and office supplies including supplies for office equipment;
  • Communicate discrepancies, non-compliances, quality issues and exceptions to Manager and supplier on a timely basis to ensure minimal downtime
  • Resolve or coordinate timely resolution for all facilities requests, such as temperature complaints, conference scheduling conflicts, etc.
  • Support regional EHS to implement EHS program onsite including but not limited to annual ERT meeting, CPR/First Aid Certificate training, ERT Recruitment, annual Fire Drill, First Aid Box maintenance, Conduct quarterly EHS Facility Self-Inspection and monthly inspection and CWO from Unifier EHS
  •  Draft and send RE&F e-mail announcements to all hands;
  •  Support RE&F projects, office moving, office reconstruction and renovation, etc.;
  • Provide regular standard reports as requested by the Facilities Manager.
  • Handle facilities related duties when being assigned.

Work involves some problem solving with assistance and guidance in understanding and applying company policies and procedures. Excellent communication and decision making skills. Familiarity with email and MS Office applications is essential. Willing to function as after- hours contact for facilities emergencies. May be required to be accessible via phone or pager. Degree, relevant certification or equivalent with 0 - 2 years prior facilities or property assistant experience preferred.

Experience and qualifications required:

  • University graduate with at least 2 years relevant experiences with multi-national companies, preferably with experiences of Office Administration and Facilities Operation function;

Job Skills/Competencies Required

  • Good customer service skills and communication skills;
  • Responsiveness to customer requests/service issues;
  • Organized, detail-oriented and refined time management skills;
  • Ability to accurately complete tasks within specified deadlines;
  • Ability to work independently with minimal supervision;
  • Ability to interact with all levels within the company, regular interaction with external customers and vendors;
  • Proficient in Outlook, MS Word, MS Excel, MS PowerPoint;
  • Good command of both written & spoken English.
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