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Associate Director Facilities & Operations

N/A, China | Gilead Sciences

  • Industry:
    Pharmaceutical / Biotech
  • Position Type:
    Full-Time
  • Functions:
    Operations / Production
  • Experience:
    5-7 years
Job Description:
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Main Role Overview


Reporting to the Head of Asia Pacific Facilities & Operations, this role provides Facility Management leadership and expertise to support the VP’s and GM’s for the Asia 5 Commercial Operations. The Asia 5 Commercial businesses are located in Hong Kong, South Korea, Taiwan, Singapore and Malaysia. This position will be located in Gilead’s Asia 5 HQ in Hong Kong office. This role will manage a mix of direct report, contractor and service provider.The position will be a key member of the EMEA Asia Pacific Team which in total is managing 13 offices and 31 material warehouses in 7 countries.


Core responsibilities


Supervise Site Managers to deliver efficient services at their sites. 

Provide regional leadership, supporting the regional business and supporting the F&O team.

Manage the Facility Management teams to support the needs of the business’ located within the country/region.

Work with the Space & Master planning and Project Teams on capital projects and workplace initiatives to support the geographical expansion of the region and development of the F&O business.

Manage Leasehold Improvement, Churn and Operational Excellence projects as required.

Manage delivery of capital projects including management of third party suppliers as required.

Develop an annual regional plan for the implementation of the 20/20 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 execute optimised outsourcing solution.

Provide continued 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.

Ensure legal compliance for all buildings, plant and equipment and building services across the Asia 5 region.

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

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 the Asia5 region.

Strengthen the current technical capabilities of the Asia 5 FM 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 the whole of the Asia Pacific region, undertaking written performance reviews and implementing training/development plans for all direct reports.

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 reporting of Regional facility data by site managers.

Compliance


Manage compliance of Buildings and EH&S and Security for facilities within Asia 5.

Manage compliance of company policy for procurement.

Manage compliance with local law and regulations.

Risk


Supervise the site Managers to mitigate the potential risks associated with Facilities and Operations via site managers monthly risk register and escalating where necessary to Head of Facility Management Ops.

Finance


Maintain and manage the F&O budgets for the Region.

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 average daily occupancy.

Ensure the correct office space distribution and growth for all sites within the Region.

Design stacking plan with work with site leads to ensure real time and accurate seating allocation.

Business Partnering


Engage with GM 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 and Legal to ensure commitment to successful delivery of Regional plan.

Create effective communication with occupants via the site managers, 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 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 across a variety of currencies.

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.

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 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.

Environmental, Health and Safety qualification.

Fluency in Chinese, Cantonese, Korean will be an advantage


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