Associate Director Facilities Operations

We are creating a healthier world for all people. For more than 35 years, we've tackled diseases such as HIV, viral hepatitis, COVID-19 and cancer - working relentlessly to develop therapies that help improve lives and to ensure access to these therapies across the globe. We continue to fight against the world's biggest health challenges, and our mission requires collaboration, determination and a relentless drive to make a difference.
We empower our leaders to step up, share ideas, listen, learn, and lead. We're welcoming bright, diverse, and imaginative minds; we're nurturing them to foster an environment of inclusion and growth where innovation is encouraged. We expect our people leaders to model that environment, and to focus on creating inclusion, developing talent, and enabling teams.
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 company's 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 office modernization project.
* 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 SLA's and KPI's are developed and implemented.
* Develop an annual procurement programme aligned to the Facilities Master Plan.
* Strategies and executes optimised 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 of M&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 (eg earthquake).
* Coordinate monthly EHS Committee.
* Support and work with Corporate and local site senior leadership to drive the development of Japan's 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, organising and prioritising 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 SLA's and KPI'S 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 LE's in line with the Jun/Sept timetable.
* Act to minimise 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 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, analysing 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 programmes 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.
* Knowledge and Experience of working within the Pharmaceutical or a highly regulated sector.
* Experience of managing capital and relocation 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 in a corporate environment.
* Experience in working with colleagues in different time zone with the expectation to take night calls where required.
Preferred
* Qualified Mechanical or Electrical Engineer or Architect or Building Surveyor with a minimum of 6 years relevant experience. (BEng, BSc, MSc).
* Master degree in a relevant discipline.
* Environmental, Health and Safety qualification.
Real is part of the larger SThree group, the global STEM-specialist talent partner.
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Award winner of:
The IT and Technology Recruitment Company of the Year by TIARA Awards 2018 | Best Large Company to Work For by TIARA Awards 2021 | Best CSR Initiative by TIARA Awards 2019 | Best Workplace by Great Place to Work Institution 2019, 2021, 2022 & 2023.