Associate Director / Sr Manager, Facilities Operations

At Gilead, we’re 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.
 

Every member of Gilead’s team plays a critical role in the discovery and development of life-changing scientific innovations. Our employees are our greatest asset as we work to achieve our bold ambitions, and we’re looking for the next wave of passionate and ambitious people ready to make a direct impact.
 

We believe every employee deserves a great leader. People Leaders are the cornerstone to the employee experience at Gilead and Kite. As a people leader now or in the future, you are the key driver in evolving our culture and creating an environment where every employee feels included, developed and empowered to fulfil their aspirations. Join Gilead and help create possible, together.

Job Description
 

Core responsibilities

• Manage third party Site Facilities Team to deliver efficient and effective services on site.

• Provide site operations country leadership and supporting the regional site operations business and

  initiatives.

• Determine, develop and execute the Corporate Operation real estate strategy for material

  warehouses aligned with country business needs.

• Develop an annual country plan for the implementation of the site objectives and financial forecast.

• Strategies and executes optimised outsourcing solution.

• Continued development of the hard and soft services strategy, ensuring appropriate SLA’s and KPI’s

  are developed and implemented.

• Partner with the Space & Master planning and Project Teams on capital projects and workplace

  initiatives to support the business and the development of the site operations business system.

• Develop an annual procurement programme aligned to the Site Operation Master Plan.

• Provide support and advice to the business on matters relating to buildings mechanical, electrical,

  health, safety, environmental sutainability, security, business continuity and crisis management.

• 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.

• Ensure Environmental, Health & Safety (EHS) local regulatory compliance and Security operations

  to provide safe and healthy workplace environment for the employees in Japan.

• Act as the health and safety manager for Gilead Sciences to the local authority.

• Responsible for site sustainability program, including timely reporting.

• 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

  or equivalent system) 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.

• Responsible for event management and setting up of space in community hub to meet the specific needs of each event.

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

• 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 suppliers to review performance against contract using SLA’s and KPI’S where appropriate.

• Management of country facility data reporting.

Compliance

• Responsible for compliance of Buildings and EH&S and Security.

• Responsible for compliance with local law and regulations.

• Responsible for compliance of company policy for procurement.

• 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 Site Ops.

Finance

• Maintain and manage the site operation budgets for the country.

• Produce LE's in line with the Jun/Sept timetable.

• Act to minimise the impact of any variances against forecast to ensure accuracy of forecast and

  spend.

Occupancy

• Engage regularly with HR and GM departments to review headcount plans. Ensure the Site Managers assess to average daily occupancy.

• 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 site operations 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 site operations management.

• 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.

• 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

• Must be able to work in ambigious and highly agile and nimble organization.

• 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.

• Effective communicator; experienced and proficient at presenting to various groups of people.

• Creative, innovative and facilities related technology savvy with the ability to deliver excellence in

  facilities operation, projects and real estate needs.

Specific Education & Experience Must Have

• Full time University degree and a minimum of 3 years progressive experience at senior managerial level in MNCs.

• Experience of managing commercial grade A offices and material warehouses in Japan with more than 20 locations in Japan.

• Experience in managing multiples real estate leases.

• English and Japanese speaking and written communication skills.

• Experience of working in Biotech / Pharma organization.

• Experience in event management and hospitality industry with front line customer facing.

Preferred

• Certified Fire Safety / Safety Manager with Local authority.

• Mechnical or Electrical Engineering Bachelor Degree / Master Degree.

For Current Gilead Employees and Contractors:

Please apply via the Internal Career Opportunities portal in Workday.