Senior Manager Facilities & Site Operations

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Job Description

Senior Manager Facilities & Site Operations

Japan

Main Role Overview

Reporting to the Senior Director Site Operations of Intercontinental Japan China and GPS this role provides Facilities and Site Ops leadership and expertise to support the VP and Senior Leadership team in Japan. The Japan operation consists of a country HQ office in Tokyo and 28 material warehouses spread across Japan. This position will be located in Gilead Japan HQ office. Key responsibilities include site facilities operations project management real estate management and managing service provider. The position will be a key member of the Intercontinental Japan China and GPS Site Ops Team which manages headquarters offices laboratory and material warehouses in 18 countries.

Core responsibilities

• Lead manage and accountable for Tokyo Depot project
• Responsible for Depot Site Operations which has GMP environment
• Determine develop and execute the CEF real estate strategy for material warehouses aligned with country business needs.
• Supervise Site Manager and Facilities Team to deliver efficient services on site.
• Provide country leadership supporting the regional business and supporting the global F&O team.
• Manage the FM teams to support the needs of the business located within the country.
• Work with the Space & Master planning and Project Teams on capital projects and workplace initiatives to support the business in country and development of the F&O business system.
• Manage Leasehold Improvement Churn and Operational Excellence projects as required.
• Manage delivery of capital projects including management of third-party suppliers.
• Develop an annual country plan for the implementation of the site objectives and a 3-year financial forecast.
• Continued development of the hard and soft services strategy ensuring appropriate SLAs and KPIs are developed and implemented.
• Develop an annual procurement programmed aligned to the Facilities Master Plan.
• Strategies and executes optimized outsourcing solution.
• Provide support and advice to the business on matters relating to buildings mechanical electrical health safety environmental and security.
• Undertake regular technical reviews ofM&E and EHS & Security and Business Continuity Plan.
• Ensure legal compliance for all buildings plant and equipment and building services across Japan.
• Provide technical advice on new project concepts: standard and quality of design promotion of best practice and overall risk management to the business
• Oversee Environmental Health & Safety (EHS) and Security operations to ensure regulatory compliance and provide safe and healthy workplace environment for the employees in Japan. Create and enforce new SOPs and policies as appropriate to comply with company policies and local regulations.
• Maintain a tool with Gilead global crisis management system and / or an external vendor (SECOM) with function to check employees safety situation during emergency (e.g. earthquake).
• Coordinate monthly EHS Committee.
• Support and work with Corporate and local site senior leadership to drive the development of Japans Business Continuity Management System namely Business Continuity Plan Crisis Management Plan and Emergency Notification Plan etc. and work through external and internal subject matter expert to maintain the hardware and software effectiveness.

Performance

• Measure performance of site services to improve service delivery and contract performance.
• Ensure that the International Masterplan remains accurate and relevant with up-to-date space plans and growth modelling data for country.
• Strengthen the current technical capabilities of the Japan Facilities team and increase strategic competencies to better meet the requirements of the business
• Contribute to the setting organizing and prioritizing of goals and objectives for Japan undertaking written performance reviews.
• Manage regional consultants or vendors related to all CRE property matters.
• Manage regional suppliers to review performance against contract using SLAs and KPIS where appropriate.
• Management of country facility data reporting.

Compliance

• Manage compliance of Buildings and EH&S and Security.
• Manage compliance of company policy for procurement.
• Manage compliance with local law and regulations.
• Lead the site Safety Council committee

Risk

• Supervise the service provider to mitigate the potential risks associated with Facilities and Site Operations via site managers monthly risk register and escalating where necessary to Head of FM Ops.

Finance

• Maintain and manage the F&O budgets for the country.
• Produce LEs in line with the Jun/Sept timetable.
• Act to minimize the impact of any variances against forecast.

Occupancy

• Engage regularly with HR and GM departments to review headcount plans. Ensure the Site Managers assess to average daily occupancy.
• Ensure the correct office space distribution and growth for all sites within the Region.
• Design stacking plan and work with site leads to ensure real time and accurate seating allocation.

Business Partnering

• Engage with VP for Commercial Operations to explain the full F&O proposition (Global Management plan governance operating model policies and processes).
• Engage with Security IT Procurement Finance EH&S Business Continuity and Legal to ensure commitment to successful delivery of country plan.
• Create effective communication with occupants via the site leadership team to ensure maximum utility of buildings.
• Supervise relationships with landlords and/or property managers.

CIP

• Identify and assist developing and implementing procedures and processes promoting a consistent approach to Facilities management.
• Implement training and create staff development plans in line with training tree.
• Actively seek opportunities to optimize operation with the delivery of cost savings or improvement of service level.

Project A&A and Move

• Conduct feasibility study with option analysis from business needs financial and technical perspective.
• Ensure approval from ECC approval for projects.
• Provide inputs to fit out and design accordingly to standards and guidelines.
• Ensure delivery of green field brown field alteration and addition project within schedule of specified quality and at optimum budget.
• Manage move plan with effective communication to all stakeholders.

Profile

• Experience in people management supported by a proven track record in skills associated with managing change.
• Must have extensive understanding and application of Facilities Site Operations and Management principles concepts practices and standards.
• Must have understanding of GMP Depot / Warehouse
• Must have multi-year experience in managing both hard and soft services across a number of sites.
• Experience of accurately managing budgets.
• Must be able to work on highly complex problems in a variety of situations where analysis is required. Solve problems using considerable and rational judgement leading to routine and specific recommendations.
• Must be a team player with sufficient experience of involvement with Senior Management.
• Proficient at collecting analyzing and understanding data. Use of techniques and methods to present data in a format that allows good management decision making.
• Excellent written and interpersonal skills.
• Effective communicator; experienced and proficient at presenting to various groups of people.
• Able to develop schemes systems and programs for continuous improvement at all sites.
• Proficient at planning and scheduling own activities to accomplish objectives and goals.
• Experience in Environmental Health and Safety Security and Sustainability.
• Creative innovative and facilities related technology savvy with the ability to deliver excellence in facilities operation projects and real estate needs.

Specific Education & Experience

Musts

• Relevant University degree and a minimum of 6 years progressive experience at senior managerial level.
• Experience of managing capital projects ensuring EH&S compliance.
• Certified Safety Manager with Local authority.
• Good English speaking and written communication skills.
• Experience of managing Facilities at multiple sites.
• Experience in working with colleagues in different time zone with the expectation to take night calls where required.

Preferred

• Experience of managing relocation projects.
• Qualified Mechanical or Electrical Engineer or Architect or Building Surveyor with a minimum of 6 years relevant experience. (BEng BSc MSc).
• Experience of managing Facilities at multiple sites in a corporate environment. (highly preferred)
• Knowledge and Experience of working within the Pharmaceutical or a highly regulated sector.
• Master degree in a relevant discipline.
• Environmental Health and Safety qualification.

For Current Gilead Employees and Contractors:

Please apply via the Internal Career Opportunities portal in Workday.