General Information
Job Advert Title Facilities & Workplace Lead Location Poland Function/Business Area Procurement Employment Class PermanentDescription
Facilities & Workplace LeadAbout Astellas:
At Astellas we are a progressive health partner, delivering value and outcomes where needed.
We pursue innovative science, focussing initially on the areas of greatest potential and then developing solutions where patient need is high, often in rare or under-served disease areas and in life-threatening or life-limiting diseases and conditions.
We work directly with patients, doctors and health care professionals on the front line to ensure patient and clinical needs are guiding our development activities at every stage.
Our global vision for Patient Centricity is to support the development of innovative health solutions through a deep understanding of the patient experience. At Astellas, Patient Centricity isn’t a buzzword - it’s a guiding principle for action. We believe all staff have a role to play in creating a patient-centric culture and integrating an awareness of the patient into our everyday working practices, regardless of our role, team or division.
We work closely with regulatory authorities and payers to find new ways to ensure access to new therapies. We deliver the latest insights and real-world evidence to inform the best decisions for patients and their care-givers, to ensure the medicines we develop continue to provide meaningful outcomes.
Beyond medicines, we support our stakeholder communities to drive initiatives that improve awareness, education, access and ultimately standards of care.
The Opportunity:
As the Facilities Lead or Affiliate Workplace Experience Cluster Lead, you will oversee and support the management and operations of multiple Astellas office environments across EMEA. Your role ensures that all workplace environments function efficiently, effectively, and safely on a daily basis, aligning with Astellas' Global Workplace Experience (WE) and Real Estate (RE) processes. Additionally, you will contribute to the development of local workplace strategies and collaborate closely with other affiliate cluster leads to drive consistency and excellence across the region.
Hybrid Working:
At Astellas we recognise the importance of balancing your work and home life, so we offer a hybrid working solution allowing time to connect with colleagues in person at the office alongside the flexibility to work from home; optimising the most productive work environment for you to succeed and deliver.
Key Responsibilities:
- Develop and implement short- and long-term workplace strategies, monitor space utilization through regular audits, and provide occupancy data to the EMEA WE Lead while acting as the on-site contact for landlords to manage lease obligations, rent reviews, and tenant relationships.
- Oversee daily operations of workplace service providers, ensuring compliance with service agreements, standard operating procedures, and KPIs, while managing supplier performance, financial reporting, and addressing issues through internal service helpdesks and task lists.
- Manage financial processes, including raising purchase requisitions, reconciling budgets and invoices, issuing POs, and supporting supplier contract renewals in alignment with procurement and finance policies.
- Ensure workplace health, safety, and environmental compliance by supporting workplace risk assessments, maintaining safety provisions, providing HSE training, and addressing office workplace incidents or near-misses with preventative measures and reporting.
- Collaborate with Business Continuity Planning teams to create, update, and communicate site-specific incident and recovery plans, ensuring alignment with regional and global guidelines for business resilience.
- Support workplace projects, office relocations, and employee engagement initiatives, while managing general administrative tasks such as onboarding outsourced staff, maintaining SharePoint sites, and assisting with corporate events to foster a cohesive workplace environment.
Essential Knowledge & Experience:
- Proven experience in Facilities Management, Workplace Operations, and Health and Safety, with the ability to manage both tactical and strategic conversations with leadership and stakeholders constructively.
- Knowledge of workplace management practices, including service delivery, vendor oversight, and compliance with Health and Safety standards, supported by relevant training or qualifications.
- Proficient in IT tools such as the MS Office suite and workplace management systems, with the ability to analyze and manage operational data effectively.
- Strong leadership skills to oversee teams, suppliers, and contractors, combined with excellent organizational abilities and attention to detail.
- Exceptional customer service skills with excellent verbal and written communication, ensuring responsiveness and professionalism in all interactions.
- Adaptable, solution-oriented, and able to perform effectively under pressure, demonstrating resilience and creativity in overcoming challenges.
Education:
- Bachelor’s degree or equivalent.
Additional Information:
- This is a permanent, full-time position.
- Position is based in Poland.
- This position follows our hybrid working model. Role requires a blend of home and a minimum of 1 day per week in our Warsaw office. Flexibility may be required in line with business needs. Candidates must be located within a commutable distance of the office.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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