Director, Facilities Management and Employee Services

JOB SUMMARY
Provides proactive management in all areas of office operations in multiple U.S. locations including Bridgewater, Birmingham, and Yardley. This position manages outside vendors as well as develops strategies to optimize office operations and reduce costs. Serves as a subject matter expert globally on facilities management. Additionally, this position manages the global travel and fleet program, relocation program and works with global HR team to develop, implement and administer other employee programs. This position demonstrates a high-level of integrity and problem-solving, a strong depth of knowledge, and a pro-active approach to customer service.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The primary duties and responsibilities of this position include the following.  Other duties may be assigned.
•  Plans office layout, office assignment, internal movement and other moves. Manages both current and future space planning projects.
•  Oversees expansion projects serving as a primary contact for builders, movers, decorators and other vendors.
•  Serves as primary liaison and negotiator with property management.
•  Negotiates and manages lease agreements and amendments. 
•  Manages the purchase of materials and supplies. Coordinates with IT on the purchase of office equipment and GSC on office supplies and materials. 
•  Determines proper sources of supply for most efficient workflow and economical purchases. Arranges for and gives full weight to competitive quotes, dependabiility, and resourcefulness of supplier in meeting requirements and places orders to best advantage.
•  Locates new sources of supply, keeps abreast of changing trends such as prices or availability of materials and recommends necessary action to assure a continued flow of materials to meet requirements.
•  Oversees office maintenance including decorating, remodeling, cleaning, coffee service and re-design of office areas including ergonomic improvements.
•  Manages Bridgewater, Yardley and Birmingham (plus acquired space) office administration budget including reviewing, auditing and approving payment of invoices.
•  Establishes, maintains and upholds space allocation policy. 
•  Supports onboarding and orientation process by ensuring new employee offices are prepared with appropriate equipment and supplies upon employee’s arrival; and trains new employees on proper handling of office equipment.
•  Manages business card inventory and ordering new business cards as needed.
•  Maintains office telephone system including voice mail and troubleshoots as back up to the IT Department regarding any problems or issues.
•  Manages security standards to ensure protection of staff, facilities and equipment from fire, theft, sabatage, etc.
•  Responsible for emergency closing and communication procedures for U.S. offices.
•  Benchmarks other companies to determine best-in-class methods of working (i.e., telecom-muting policies).
•  Serves as emergency action planner communicating emergency procedures, coordinating fire drills, and maintaining first aid kit and medical supplies for the Bridgewater office.
•  Oversees distribution and monitors inventory of office access cards and access cards to fitness room.
•  Establishes compliance procedures for the US offices (i.e., guest sign in, emergency evacuation, regulatory agencies, etc.).
•  Works to provide global consistency between locations by liaising with other Company loca-tions to understand and maintain up-to-date information on each location’s processes.
•  Supervises Bridgewater receptionist, oversees switchboard relief rotation, and switchboard training.  Assures the front desk/lobby area present a professional, clean and well-maintained appearance.
•  Recommends policies and procedures for purchasing and office. Takes initiative to develop new processes and improve current office procedures. Sets and enforces housekeeping guidelines. 
•  Manages meetings and special events at the Bridgewater and Birmingham office.
•  Manages the Bridgewater Social Committee.
•  Works with the global HR team to develop, implement and administer a variety of corporate programs such as employee meetings, HR training sessions, space needs or relocations, etc.
•  Assists in administering the employee recognition programs in the Bridgewater office. Processes and distributes On-The-Spot and other American Express awards requests.
•  Maintains and processes insurance renewals and requests for certificates of liability insur-ance.
•  Manages the Aptalis U.S. Caring Program which includes communicating events in em-ployee’s lives (i.e., births, deaths, weddings) throughout the organization, and ordering and assuring delivery of gifts.

Global Fleet and Travel
•  Manages the North American Fleet Program and vendor provider.
•  Liaises with travel vendor to ensure quality service to employees and minimize travel ex-penses; negotiates contracts with vendors.
•  Maintains and updates Travel Policy as needed to remain consistent with industry standards and maintains travel budgets.
•  Responsible for monitoring travel activity, monthly reporting, etc. to ensure staff adheres to Aptalis's travel policy guidelines. Takes corrective steps with individuals who habitual travel outside of policy guidelines.
•  Investigates reported travel difficulties and concerns of Company travelers, and resolves issues.

General
•  Attends work on a regular and predictable basis.
•  Completes assigned tasks in a safe manner and in a constant state of alertness.
•  Upholds Company policies, including the Professional Conduct Policy and Prohibition Against Harassment Policy, and the Business Ethics and Conduct Code.
•  Works in a cooperative manner with managers, supervisors, coworkers, customers and the public.
•  Works effectively under deadlines.

SUPERVISORY RESPONSIBILITY
Produces value-added results through effective recruitment, delegation, performance manage-ment, training and development of employee in the following position:
•  Coordinator, Office Administration - Bridgewater

EDUCATION AND/OR EXPERIENCE
BS/BA degree from a four-year accredited university or college; plus a minimum of seven (7) years of office management experience and office expansion project management required.

QUALIFICATIONS 
To perform this job successfully, an individual must be able to perform each essential duty satis-factorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
•  Excellent interpersonal written and oral communication skills including the ability to effectively interface with a variety of people including executive management.
•  Possess the ability to negotiate contracts and knowledge of financial cost analysis.
•  Ability to effectively present information to top management and large groups.
•  Demonstrated problem solving ability to include proactive information gathering, strategic inquiry, systematic thinking and interpersonal assessment.
•  Works well under stressful situations. 
•  Exceptional attention to detail and excellent organizational skills.
•  Ability to coordinate, contribute to and work within a global, cross-functional team.
•  Ablity to prioritize duties and manage multiple projects from start to finish
•  Must possess the highest level of work ethics and integrity with the ability to maintain the confidentiality of information.
•  Proficient in Microsoft Office Suite, exceptional excel skills required along with excellent analytical capabilities.
•  Ability to thrive in a dynamic and fast-paced environment.
•  Must possess the ability to take initiative to complete assignments and job responsibilities with minimal supervision.