When our values align, there's no limit to what we can achieve.
At Parexel, we all share the same goal - to improve the world's health. From clinical trials to regulatory, consulting, and market access, every clinical development solution we provide is underpinned by something special - a deep conviction in what we do.
Each of us, no matter what we do at Parexel, contributes to the development of a therapy that ultimately will benefit a patient. We take our work personally, we do it with empathy and we're committed to making a difference.
Purpose of the role: To provide administrative and operational support to ensure smooth execution of regulatory activities. Focused on accurate documentation, stakeholder coordination. The main responsibilities of RA Ops Specialist are as follows:
1. Support Payment / Procurement and Finance Processes
- Responsible for initiating, tracking, and completing payment cycles for NMPA registration fees, customs declaration and clearance fees, and other urgent payments.
- Responsible for PO creation, circulation, and archiving; preparing payment application documents; and collecting and organizing invoices and reconciliation materials.
- Monitor payment milestones and internal approval progress to ensure timely payments in compliance with requirements.
- Assist in communication and clarification of payment-related issues with suppliers, forwarders, and customs brokers.
2. QC Reagents and Materials Procurement & Logistics Support
- Support quotation requests, ordering, delivery tracking, and receipt confirmation for QC testing reagents and consumables.
- Coordinate logistics activities including transportation, receiving, warehousing/hand-over to ensure materials are delivered on time according to testing schedules.
- Organize procurement and logistics records to support traceability and audit needs (as applicable).
3. Vendor Management and Information Maintenance
- Maintain and regularly update vendor basic information (qualifications, contacts, payment details, etc.).
- Coordinate communication with vendors and follow up on quotations, lead time, reconciliation, and supplemental documentation.
- Record vendor changes and communication logs to ensure information consistency and traceability.
4. Contract Management
- Maintain the contract register, manage contract numbering/filing, and track key terms and validity periods.
- Provide timely reminders for renewal/modification/termination and support internal approval and signing processes.
- Manage electronic and paper archives of contract-related documents and support audits/compliance inspections (as applicable).
5. Manage Systems / Accounts and Access Management (HA Website, UKey, Shared Drive & Distribution Lists)
- Maintain the HA website master account’s daily administration and operational support (within authorized scope).
- Manage UKey issuance, safekeeping, usage registration, update/expiry reminders, and handover.
- Manage shared drive access provisioning/change/removal and maintain access records.
- Manage email distribution group access and member updates to ensure accurate information coverage.
6. Support Meeting and Event Administrative Coordination (including liaison with HA)
- Coordinate schedules, materials circulation, attendance arrangements, and meeting logistics for HA-related meetings.
- Organize venue, equipment, materials, notifications, and logistics for internal meetings/events.
- Assist with meeting minutes, action item tracking, and documentation archiving (as needed).
7. HR and Administrative Support (RA Team Documentation, Onboarding/Offboarding)
- Follow up on RA team members’ CVs, JD signature confirmation, version updates, and documentation archiving.
- Coordinate employee onboarding processes per procedure (document collection, account/access setup, workspace and supplies preparation, etc.).
- Coordinate offboarding processes (access removal, asset return, UKey/file retrieval, etc.) to ensure closure of procedures.
8. Office Supplies and Daily Administration
- Responsible for office supplies procurement, inventory management, distribution registration, and replenishment planning.
- Maintain commonly used suppliers and procurement channels, ensuring cost, delivery, and service meet expectations.
- Support daily administrative tasks for the department to improve operational efficiency and compliance.
Education and Experience Requirements
- Bachelor’s degree with relevant experience and proven capability
- English proficiency sufficient for effective reading, writing, and professional communication.
- Strong proficiency in commonly used IT tools, including Microsoft Word, Excel, PowerPoint, and PDF‑related applications.
