Workplace Manager
4 weeks ago
For Current Gilead Employees and Contractors:
**Job Description**:
In general, the responsibilities will be to ensure the efficient and smooth running of the site. This will include owning day-to-day workplace operations and financial tasks and ensuring the site is safe and adheres to local health & safety legislation.
This is a key appointment as the Melbourne affiliate is due to relocate to a new office in central Melbourne in 2023. The Workplace Manager role will be a key part of this project to ensure the move is managed seamlessly, working with the local business to communicate changes and ensure implementation and change activity is managed appropriately.
Key Responsibilities:
General Office Management- Proactively manage day-to-day office operations, ensuring reception area is managed, visitors are greeted, telephone calls answered and using initiative to escalate where appropriate- To be the first point of contact for the Melbourne office, upholding a positive representation of Gilead via providing a great first impression when interacting with external visitors / stakeholders.- To manage the delivery of site services including post, reception, switchboard, free-issue, stationary and general office services and supplies.- To manage the reception area including provision of security services, upholding business and employee confidentiality via sufficiently maintaining reception and front of house areas.- Manage the process of meeting room management in line with Gilead’s requirements including re-setting, planning, bookings, catering, cleaning, proactively solving room clashes, maintenance and organising resourcing around events.- Management of soft services including but not limited to Waste, Security & Cleaning, ensuring service standards are met
Health and Safety Management- To be the main point of contact for site including emergency incident management out of hours- Health and Safety Officer on site, ensuring all hazards/incidents are reported correctly following Gilead’s internal process- Maintain and update office policies and health and safety procedures
Stakeholder Management & Business Representation- Work closely with HR, Senior Leadership and Administrative professionals in the business to organise employee well-being initiatives, parties, and other company events- Work closely with Gilead Regional FM to implement global initiatives, projects, and improvements
Project Management
_(Office 2023 Relocation)_- Provide stakeholder management support acting as the key point of contact for the office relocation, ensuring business requirements are interpreted and translated into viable moves programmes- Where called upon, alongside the appointed Project Manager, provide status reporting at meetings in respect to project milestones, deliverables, dependencies, risks, and general issues- Take ownership for the office move, delegating tasks and responsibilities to the appropriate sub-contractors where appropriate.- Drive Innovation and Sustainability Initiatives as directed by central team- Prioritise and delegate reactive and planned preventative maintenance tasks to the maintenance vendors, ensuring optimum levels of service delivery are being achieved. Including permit to work system training and management.- Other associated tasks as directed by line management
Financial- Manage and reconcile Facilities department expenses and claims.
Personal Attributes- Pragmatic and tactful- Solutions focused mindset with strong problem-solving skills- Self-Sufficient and proactive- Works well when under pressure- Collaborative approach
For Current Gilead Employees and Contractors:
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