Job Description

Job Description

The Associate Director, Facilities Management Operations (FMO) reports to the Sr. Director of Facilities Management Operations North America.  This role is responsible for providing Facilities Management leadership and expertise in support of the General Manager & Leadership teams for the Gilead Business Services Center, Washington DC office and San Jose Operations office.

The position is based at the Gilead Business Services Center in the North Hills area of Raleigh, which will be home to some of the company’s critical shared service teams in North America, including Information Technology, Global Financial Solutions, HR Operations and Procurement Services Desk.

Key Responsibilities:

•To provide strategic leadership in Facilities Management Operations (FMO), fostering close working relationships with the Leadership teams at each site.

•Provide regional leadership and expertise in developing a strategic horizon and comprehensive delivery of services to their stakeholders.

•Manage productive relationships with vendor partners engaged in the provision of ‘hard’ & ‘soft’ services.

•Manage productive relationships with Landlord (LL), in ensuring full compliance with lease provisions by Gilead and LL and working directly with LL to resolve outstanding concerns.

•To demonstrate the value that the FM organization brings to the business through partnership with Corporate Real Estate team, operational excellence and key performance metrics.

•Development of hard and soft services strategy, ensuring appropriate KPI’s are developed and implemented.

•Provide continued support and advice to the business on matters relating to buildings mechanical, electrical and public health services, including building fabric and landscaping where there are obligations on full repairing leases.

•Undertake regular technical reviews of mechanical electrical and public health systems.

•Provide technical advice on new project concepts: standard and quality of design, promotion of best practice and overall risk management to the business.

•Key member of the NA FMO Team, assisting with the continuous improvement of procedures and processes; promoting a consistent approach to Facilities management throughout the entire NA region.

•To ensure effective communication between business stakeholders, users, Facilities Operations, Security, IT, Procurement, Finance, EH&S and Legal.

•To provide technical expertise in supporting the growth of the Gilead Business Services Center in line with Gilead’s business imperatives, working with the real-estate, IT, landlord and project functions in a proactive manner.

Compliance

•           Manage compliance to Lease requirements.

•           Manage compliance to company policies.

•           Manage compliance to local laws and regulations.

Specific Responsibilities:

•In conjunction with the Head of NA FMO, develop and implement the full NA strategy, to ensure harmonization across the entire region.

•Ensure compliance with lease provisions, including executing lease payments, conducting site internal compliance audits, engaging with LL to highlight and/or resolve concerns.

•Develop service levels and scopes of work in alignment with Gilead practices and engage vendors in the provision of ‘hard’ & ‘soft’ services.

•Effectively and accurately manage the Facilities budgets for the region, developing key relationships with the business and Finance functions to ensure accurate forecasting and reporting of Facilities costs.

•Develop, organize and prioritize goals and objectives for the whole of the NA region in collaboration with Manager.

•Liaise with Leadership teams and HR Business Partners regarding business plans order to ensure correct office space distribution / utilisation for all sites.

•Oversee all capital expenditure projects within the region, ensuing effective communication to key stakeholders.

Specific Job Requirements:

•Develop and implement key metrics, highlighting the regional performance and utilising these to drive the strategic horizon for the portfolio.

•Produce a quarterly report for presentation to the Head of NA FMO and the Corporate Facilities function, outlining the status of the key objectives for the region and providing a look ahead with key milestones and supporting strategies.

•Management of multiple life cycle projects, including the management of third party suppliers.

•Responsible for the reporting of regional facility data as required, including but not limited to metrics on the following: headcount, space and utilities.

•Compliance with company policy for procurement of facilities services and goods.

•Compliance with local law and regulations (Buildings, Building Taxes, etc.).

•Experience of people management supported by a proven track record in skills associated with managing change.

•Must have extensive understanding and application of Facilities 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 multiple 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 experience of engagement 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 verbal and written communication 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

•Position is based at our NC site, with general travel expectations as follows

-           Washington DC Office:    Avg. 1 day per month

-           Foster City CA:  Avg. 2x Annually

-           Peer Support for Miami or Mississauga Canada sites:   As needed

Note:  These are estimated and may shift to meet business needs

•Proficient at planning and scheduling own activities to accomplish objectives and goals.

Specific Education & Experience

Musts

•           Relevant University degree and a minimum of 6 years progressive experience.

•           Knowledge and Experience of working within the Pharmaceutical or a highly regulated sector.

•           Experience of managing capital and relocation projects, ensuring EH&S compliance.

•           Good English speaking and written communication skills.

•           Experience of managing leased Facilities at multiple sites in a corporate environment.

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.

•           Experience of managing Facilities with Laboratories and Data Centers.