Facilities Operations Lead Specialist

3 weeks ago

Oxford, Oxfordshire, United Kingdom Vertex Full time

Job Overview:

General Summary:

The Senior Specialist in Facilities Operations will spearhead critical and potentially sensitive initiatives that demand a high level of professionalism, teamwork, and promptness. This position necessitates collaboration with all Operations leadership as well as other essential personnel across Corporate Communications, Human Resources, Finance, and Geographic Information Systems to ensure that the Operations model aligns with the needs of both internal and external clients, consistently delivering value.

Key Responsibilities:

  • Manage and oversee all laboratory services initiatives, including the implementation of new processes and systems.
  • Support the development and lead continuous improvement strategies for Laboratory Services.
  • Ensure proper documentation of technical processes and justifications, guaranteeing that procedures are established and the team is sufficiently trained.
  • Oversee auditing and compliance for the laboratory services team.
  • Facilitate Lab Space Planning utilizing established Lean methodologies.
  • Act as the Project Coordinator for laboratory refurbishments, including equipment installation support and capital expenditure planning.
  • Collaborate with the Facilities Project Engineering Manager on lab-related projects and capital expenditure planning.
  • Ensure the maintenance of the laboratory services component of the Business Continuity Plan.
  • Oversee monitoring systems managed by Lab Services and support any necessary upgrades, including environmental and safety monitoring.
  • Maintain close communication with end-users, procurement, internal contractors, and vendors to manage lab instrument service contracts, repairs, and parts orders.
  • Optimize operational processes for daily services to enhance quality and customer satisfaction.
  • Participate in the evaluation and selection of potential vendors for tasks or projects.
  • Contribute to building and sustaining relationships with peers both within and outside the organization to ensure robust cross-group collaboration.
  • Address and resolve online help desk requests related to responsibilities.
  • Ensure all risk assessments and Standard Operating Procedures (SOPs) in the area of responsibility are current and reflective of best practices.
  • Maintain up-to-date documentation and metrics for all instrumentation, including utilization dashboards.
  • Support Lab Services, Facilities Management, and Environmental Health and Safety teams with site projects and compliance matters.
  • Handle related administrative tasks and utilize software systems for orders, invoices, and asset databases.
  • Drive continuous improvement initiatives within the scope of responsibilities, focusing on efficiencies, cost savings, and sustainability efforts.
  • Provide support for broader Laboratory Services teams and cover for other Senior Technicians as needed.
  • Engage in the development and management of departmental and capital budgets.
  • Foster effective partnerships and collaborate with business partners across various functions.
  • Stay informed about relevant local and federal regulations and disseminate pertinent information.
  • Perform other duties as assigned by the Laboratory Services Manager.

Knowledge and Skills:

This role requires exceptional communication skills to interact with various departments and internal clients, along with a flexible mindset to adapt to changing priorities. The ideal candidate will possess prior knowledge of laboratory instrumentation maintenance, health and safety regulations, compliance, and contract management, along with experience in a dynamic laboratory environment. They will demonstrate:

  • Proven ability to manage multiple critical projects simultaneously.
  • Strong understanding of operational principles and practices.
  • Capability to mentor new team members.
  • Experience in budget development and cost control.
  • Motivated and assertive demeanor with excellent customer service skills in the Pharmaceutical or Biotech sectors.
  • Experience in coordinating staff and leading cross-functional project teams.
  • Strong communication skills with all organizational levels, including senior management.
  • Awareness of health, safety, and environmental legislation relevant to the role.
  • Independent judgment to organize services and implement improvements.
  • Excellent organizational skills with the ability to meet deadlines efficiently.
  • Adaptability to assist other functions and gain buy-in from various groups.
  • Attention to detail and the ability to work under pressure.
  • Proficiency in Microsoft Office applications and relevant software systems.

Education and Experience:

  • Bachelor's degree in a relevant field.
  • Typically requires proven experience in a similar role or an equivalent combination of education and experience.

Preferred Education and Experience:

  • Background in Pharmaceutical Laboratory Services or the Biotech industry, or a degree in a related scientific discipline.
  • Experience in implementing and managing Lean Sigma and Continuous Improvement initiatives within a laboratory context.
  • Familiarity with strategic planning and project execution methodologies.
  • Experience in Scientific Services provision and Asset Management processes.
  • Auditing experience.
  • Experience working in an accredited or regulated laboratory environment.
  • Knowledge of Environmental Health and Safety compliance.
  • Experience in contractor management.

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