Manager, Site Operations

Local Facilities Manager

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Main Role Overview

Reporting to the Senior Director, Site Operations of Intercontinental, China and Japan. This position will be based in Gilead South Korea office in Seoul. The primary responsibilities of this role are site operations and health and safety for the local affiliate.

Job Summary

We are seeking an experienced and proactive Local Facilities Manager to oversee the site operations of Gilead South Korea commercial office. The successful candidate will also be accountable for Environmental Health and Safety (EHS) and to ensure a safe, efficient, and well-maintained environment for the business operations in addition to ensuring full compliance of the local regulations.

Core Responsibilities

1. Strategic Planning and Implementation:

• Develop and implement strategic plans for facility operations and improvements.
• Collaborate with the sub-regional facilities manager on long-term projects and initiatives.
• Identify and implement best practices in facilities management.

2. Facility Maintenance and Operations:

• Oversee the overall maintenance and operations of the office facilities.
• Ensure compliance with health and safety regulations.
• Coordinate with vendors and service providers for maintenance and repair projects.
• Attend 24x7 alarm/security-related calls/incidents.

3. Space and Lease Management:

• Lead space planning and allocation to optimize office layout.
• Manage office moves and reconfigurations.
• Utilize space management tools to track and report on occupancy.
• Ensure the correct office space distribution and growth for all sites within the region.
• Manage carpark space with landlord and building management

4. Vendor and Contract Management:

• Negotiate contracts and manage relationships with key vendors.
• Ensure vendor performance meets service level agreements and company standards.
• Oversee the processing of work orders, purchase orders, and payments in adherence to procurement policies.
• Setting up and on-boarding of new vendor.
• Manage the Facilities Service providers to support the needs of the business.

5. Financial Management:

• Develop and manage the local facilities budget, ensuring cost-effective operations.
• Actively seek to create value with cost optimization.
• Monitor and report on financial performance, including budget variances.
• Oversee the reconciliation of vendor statements and resolution of discrepancies.
• Support the sub-regional Manager to develop latest estimate of expenses and budgets
• Act to minimize the impact of any variances against forecast.

6. Emergency, Risk Management and Business Continuity:

• Take ownership, develop and implement comprehensive Emergency Action Plan (EAP) and Local Crisis Management Plan (LCMP) in alignment with Global policy.
• Coordinate regular risk assessments and ensure participation in Building safety drills.
• Ensure the team is trained and prepared for emergency situations.
• Co-lead annual BCP table-top exercise
• Ensure the Site Operations Team to mitigate potential risks.

7. Sustainability and Environmental Initiatives:

• Lead sustainability initiatives and promote energy-efficient practices.
• Monitor and report on sustainability metrics and progress through Gilead's platform.
• Implement programs to reduce the environmental impact of facilities operations.

8. Security and Access Control:

• Oversee security protocols, including access control and CCTV management.
• Coordinate with the security team to address and resolve security incidents.
• Ensure compliance with company security policies and procedures.
• Supervise employees and visitors badging arrangements

9. Fleet Management:

• Manage contract of local fleet of company vehicles with fleet vendor, including fleet renewal as per the contract cycle
• Provide monthly reports for finance and global fleet management team

10. Stakeholder Engagement:

• Act as the primary point of contact for local facilities-related matters with local stakeholders.
• Provide regular updates and reports on facilities operations and projects.
• Foster strong relationships with internal and external stakeholders.
• Maintain relationships with landlords and/or property managers.

11. Compliance:

• Ensure compliance of corporate policies, including EHS, security, procurement, etc
• Ensure compliance of local laws and regulations, including all relevant statutory requirements of EHS and facilities operations.

12. Environmental & Health & Safety:

• Establish and implement safety management system to fulfil requirements of the Occupational Safety and Health Act ().
• Support General Manager to implement programs and initiatives to fulfil requirements of the Serious Accident Punishment Act ().
• Collaborate with regional Environmental, Health & Safety lead to establish local procedures to meet Gilead Global Environmental, Health & Safety standards.

13. Business Analytics and Reporting:

• Perform business analytics for the region to identify strengths, weaknesses, opportunities, and threats.
• Ensure all regional and company data/documentation is up to date and accurate.
• Develop an annual plan for the implementation of yearly objectives and a 3-year financial forecast.
• Monitor budget for the site and identify gaps in spending.
• Implement an invoice tracking system.
• Measure performance of site services to improve service delivery and contract performance.
• Manage reporting of local facility data.

14. Continuous Improvement:

• Identify and assist in developing and implementing procedures and processes, promoting a consistent approach to facilities management.
• Actively seek opportunities to optimize operations with the delivery of cost savings or improvement of service levels.
• Stay current with industry trends and advancements in facilities management.

Profile

• 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.
• Must be able to work on overly 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.
• Experience in documentation control and data management
• Creative, innovative and facilities related technology savvy with the ability to deliver excellence in facilities operation, projects, and real estate needs.

Specific Education & Experience