Facilities and Corporate Services Coordinator [2 years]

Corporate Tokyo, Japan

Position at Medidata Solutions

Dassault Systèmes Life Sciences Engagement team: empowering people and energizing passion to change the world and create the future.

Dassault Systèmes, with 35 years of experience transforming the way products are designed, produced and supported has combined with Medidata, developers of the world’s most-used platform for clinical development, commercial and real-world data. Our Life Sciences sales and marketing teams bring together all of Dassault Systemes life science capabilities in one go-to-market organization, providing our clients with life science domain focus and expertise to accelerate their business. As one organization we are leading the transformation in life sciences. Unique in the industry, we provide our clients with an integrated business and scientific platform from discovery and preclinical development, through clinical trials, all the way to manufacturing and commercialization. Discover the future of life sciences: www.mdsol.com  

We know that diverse teams win and are fully committed to selecting leaders and employees that represent the markets in which we operate. Dassault Systemes Life Sciences & Healthcare, led by Medidata co-founder Tarek Sherif, has global operations and employees in the US, Europe and Asia.

Your Mission:

This role Part of the Real Estate and Facilities at Medidata, the Office Administrator is responsible for the smooth, effective and cost-efficient running of a Medidata office location, including responsibilities in Facilities, Security, Corporate event, Administration and liaison responsibilities with Human Resources.


Responsibilities Include:

Facilities/Office Management -

  • Liaison with building management, contractors, cleaning company, HVAC and other service companies, and other facilities-related suppliers and vendors

  • Liaison with Medidata IT team members with regard to the administration of the phone and voicemail system, including troubleshooting and new employee set-up

  • Sourcing, pricing and choosing vendors for office equipment, supplies

  • Oversee office technology (printers, copiers, fax) for reliable operability.

  • Courier and mail handling

  • Assist Tokyo and other APeJ offices (if requested) with office operations

  • Security

  • Issuing and controlling office access card for employees and visitors

Administration -

  • Administer conference room reservations system

  • Reception duties including incoming phone calls, greeting and signing-in of guests

  • Distribution of office mail (external and inter-office)

  • Ensure proper inventories and availability of office and kitchen supplies

  • Maintain organization of supply closets and storage rooms

  • Ensure the professional appearance of the office including all conference rooms

  • Assist Tokyo and other APeJ offices (if requested) with client meetings, audits and conferences with respect to catering, supplies, etc.

  • Produce training materials and binders on an as-needed, on-going basis

  • Assist offices with administrative tasks

Human Resources -

  • Greet and help with orientation to local office for new employees

  • Liaison with HR department for paperwork coordination, payroll logistics

Corporate Event -

  • Coordinate internal corporate events include find venue and cater, purchase goods and services and scheduling.

Your Competencies:

  • Strong customer service orientation -- team player approach at all times

  • Excellent interpersonal skills, as well as verbal and written communication skills

  • Able to multi-task and prioritize effectively

  • Excellent time, project management and organizational skills

  • Command of native Japanese (read/write/speak) and business level English

Your Education & Experience:

  • Four-year college degree strongly preferred; professional certificate in Facilities Management and/or Human Resources Management a plus

  • Prior experience as an office manager, facilities coordinator, or equivalent required; experience with building out a new office and/or office moves strongly preferred

Dassault Systemes and Medidata are making a real difference in the lives of patients everywhere by accelerating critical drug and medical device research and development, manufacturing and commercialization, to enable life-saving drugs and medical devices to get to market faster. Our products sit at the convergence of the Technology and Life Sciences industries, one of the most exciting areas for global innovation.

With Medidata’s record of more than 20,000 clinical trials giving us the largest collection of clinical trial data in the world, we also pioneer innovative, advanced applications and intelligent data analytics, bringing an unmatched level of insights to our clients, enabling them to make the decisions that allow them to reach waiting patients sooner.

Medidata Solutions K.K. is an Equal Opportunity Employer. Medidata Solutions provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability or other factors that are unrelated to the legitimate business interests of Medidata Solutions.