Director, Facilities Management

Director, Facilities Management

Location: Warsaw, hybrid work

Manages a wide range of services to a significant number of people and to significant assets: a large AZ Warsaw Site of  3000+ employees with two offices located in Warsaw and Kraków. Has several strategic areas to manage and is required to influence across the organisation at many levels including, among others, senior stakeholders, Chief Operating Office, Warsaw Site Leadership Team, co-peers from other AZ Sites and functional leaders. Maintains effective strategic relationships with internal and external customers and suppliers in own scope to ensure harmonised and optimised service delivery and effect.

Plans and directs the business unit – Facilities Management function – in both strategic and operational dimension. Is accountable for ensuring that the budget, processes and strategies of the organization are effectively implemented and maintained and aligned with AZ plans. Manages the facilities operations: overall planning, directing and delivering essential Facilities Management (eFM) strategy and its workstreams for Warsaw Site within a geographic region. Is responsible for searching new development opportunities for the site, building effective management of assets, people and processes, creating business cases and delivering cross-functional facilities-related projects within the set time, budget, and quality. Is responsible for the management of services and processes that support the core business of organisation shaping the Great Place to Work environment.

Typical Accountabilities:

• Oversees and manages the vision, mission, objectives, targets, resourcing, and budget for the Facilities Department.
• Leads Facilities Department for the Site with overall accountability for the delivery of the diverse range of essential Facilities Management (eFM) services, both in house and outsourced, required to operate the Site.
• Proactively manages and monitors performance of all the diverse services delivered by eFM on their Site and ensures actions are in place to improve performance as appropriate to meet the agreed service levels. Manages Site offices’ support and maintenance, facility operations and office space utilization, to optimize performance.
• Recognizes and takes preemptive steps to reduce facility-related risks.
• Ensures that facilities best practices are followed within Warsaw Site, to achieve maximum efficiency and the most suitable working environment for its employees and their activities.
• Fosters and demonstrates a workplace inclusive of creating opportunities, serving others, building trust, innovation, and exceeding expectations.
• Acts as a high profile, leading role model for matrix working across eFM, other AstraZeneca functions and 3rd party suppliers to optimise and evolve service delivery.
• Builds and maintains strong and effective relationships with internal and external customers, colleagues across the Site and other AZ Sites, Facilities Management service providers and landlord’s property management staff at all levels.
• Works effectively with the staff and clients and confirms that appropriate parties are involved and engaged to ensure an integrated approach.
• Oversees all 3rd party suppliers / contractors that work with the Facility: Manages relationships with suppliers / contractors, ensuring they meet performance standards and adhere to safety regulations. Oversees suppliers / contractors work to ensure it aligns with project specifications and timelines. Prepares and executes external services usage strategy.
• Ensures effective emergency management processes are in place and is an active member of the Site Emergency Response / Incident Management Team and Business Resilience Teams.
• Handles long-range planning to support future needs and growth: Develops strategic plans to accommodate the facility’s future growth and evolving needs. Forecasts and budget for long-term projects, including possible expansions and technological upgrades.
• Prepares, presents for approval and delivers eFM development strategies, and is accountable for facilities strategies implementation, reporting, and tweaking / improving.
• Creates and evolves the strategic solutions for office space in terms of building operations and systems, while achieving cost savings, ensuring application of designs that promote operational efficiency and collaboration, and a look & feel that reflects AstraZeneca’s brand and values.
• Ensures the Facility complies with relevant laws and regulations: Stays updated on local regulations affecting the facility. Implements policies and procedures to ensure compliance with all applicable laws and standards. Maintains facility documentation, processes and systems consistent with AZ procedures, instructions, policies & SOPs.
• Creates, monitors and optimizes facility’s budget: Develops and manages the facility’s budget, ensuring efficient allocation of resources. Monitors expenditures and implement cost-saving measures without compromising quality. Negotiates the most favourable rates and compiling service agreements. 
• Continually promotes outstanding service and mentors staff to implement excellent client services, is results-driven, process-oriented and focused on eFM continuous improvement.
• Provides expertise on eFM’s current trends, strategies & efficiency, as well as strategic oversight, direction and targets for all involved participants (own team, project teams, functional partners etc.)

Education, Qualifications, Skills and Experience:

Essential:

• Requires an individual of graduate calibre (preferably related to facilities management) and with an equivalent level of experience in the role - min. 10 years
• A minimum of five years' experience in facility team management
• Breadth of knowledge across all aspects of the essential Facilities Management service offer and its requirements for customer service
• Expert knowledge of the facility management industry
• Detailed knowledge of relevant site operations
• Business transformation experience
• Strong business strategy and effectiveness’ KPIs creation, implementation, and delivery
• Deep understanding of business strategy and goals
• Excellent management of complex stakeholder relationships
• Strong leadership and interpersonal skills, with the ability to lead and motivate a team
• Powerful team management (recruitment, mentoring, goals setting & settlement, development, retention)

Desirable:

• Lean management
• Excellent communication and negotiation skills, with the ability to interact effectively with stakeholders at all levels
• Degree in facilities management, engineering, business administration, or a related field.