Specialist, Facilities Management (Boston, MA)

MSD•Boston, MA

1d•Hybrid

About The Position

We are a global biopharmaceutical leader with a diverse portfolio of prescription medicines, oncology, vaccines, and animal health products. We are driven by our purpose to develop and deliver innovative products that save and improve lives. With employees operating in more than 140 countries, we offer state-of-the-art laboratories, plants and offices that are designed to Inspire our employees as we learn, develop, and grow in our careers. Position Description: The Boston/Cambridge GWES Specialist Facilities Management position acts as a planner, coordinator and liaison between the site operational team and the stakeholder organization and or the external community at the Boston/Cambridge sites. This role is a trusted point of contact, facilitating seamless information exchange, communications, planning and coordination to ensure seamless execution of programs and events. The primary responsibility of this role is supporting the stakeholders and the Facilities Operational team by coordinating and executing projects / events, managing schedules, maintaining the event budget as applicable. As part of our Facilities Management Department, we are seeking a passionate and creative individual to join our team as a Specialist, Engineering. This role combines elements of community management, client experience management, coordination, social media creative content creation, and administrative functions to enhance engagement within our facility. The position will be reporting directly to the Director of Engineering.

Requirements

High School Diploma required; advanced degree preferred.
Minimum of 3 years of relevant experience.
Proven experience in community management, client experience management, or a similar role.
Prior experience in project management / event planning and communications, preferably working closely with executives and Facilities Management teams.
Excellent interpersonal and communication skills to build relationships with diverse stakeholders.
Strong organizational and coordination abilities to manage multiple tasks and priorities effectively.
Creative mindset with the ability to generate engaging content and visually appealing graphics.
Ability to thrive in a dynamic and fast-paced environment.
Strong administrative skills, including proficiency in MS Office Suite.
Ability to handle confidential information with discretion.
Proactive approach to problem-solving and attention to detail.
A basic understanding of facilities operations, services, and driving customer experience excellence
Exhibit sound leadership qualities amongst competing priorities and agendas while leading, developing, and motivating a cross functional team of internal employees and external service providers.
Successfully navigate challenges and influence across the enterprise.
Flexibility to adapt to changing priorities and work effectively in a fast-paced environment.
Exhibit through daily activities and interactions with our Company's leadership behaviors: Focus on Customers and Patients Making Rapid, Disciplined Decisions Act with Courage and Candor Build Talent Demonstrate Ethics and Integrity Drive Results Foster Collaboration

Nice To Haves

Proficiency in project management tools and software.
Proficiency in social media platforms, content creation, and social media management tools.
Basic knowledge of laboratory environments, early discovery research, or scientific fields is desirable.
Familiarity with facilities management practices and procedures is a plus.

Responsibilities

Community Management: Foster a vibrant and inclusive community among researchers, scientists, and staff within the facility. Organize and coordinate regular community (internal) events, such as networking sessions, knowledge-sharing workshops, and team-building activities. Support and act as Liaison between IFM partner and events. Act as a point of contact for various departments and GWES, addressing inquiries, concerns, and feedback promptly and professionally. Collaborate with other departments to develop programs and initiatives that promote a sense of belonging and collaboration within the facility.
Client Experience Management: Serve as a primary point of contact for clients visiting the facility, ensuring their experience is seamless and positive. Coordinate facility tours and provide detailed information about the laboratories and office spaces, highlighting their capabilities and features. Gather feedback from clients to continually improve the client experience and maintain high satisfaction levels. Collaborate with internal teams to support client needs, such as coordinating meetings, providing technical assistance, and ensuring facility resources are available as required.
Coordination: Support the Facilities Management Department in coordinating day-to-day activities, including scheduling, room reservations, and maintenance requests. Maintain accurate records of facility-related tasks, ensuring efficient tracking and reporting. Liaise with vendors, suppliers, and contractors to ensure timely delivery of services and supplies. Assist with procurement processes, inventory management, and budget tracking for facility-related expenses.
Social Media Creative Content Creation: Develop engaging and informative content for various social media platforms, highlighting the facility's research advancements, achievements, and community activities. Create visually appealing graphics, photos, and videos that effectively communicate the facility's mission, values, and events. Monitor social media channels, respond to comments and messages, and actively engage with the online community. Collaborate with the local teams to align social media efforts with broader internal marketing campaigns and objectives.
Administrative Functions: Provide administrative support to the Director of Engineering, including managing calendars, scheduling meetings, and making travel arrangements, expense control and reports. Assist in preparing reports, presentations, and correspondence as needed. Conduct research and gather information to support decision-making processes. Maintain confidential files and records, ensuring data integrity and security. Help streamline administrative processes, suggesting improvements and implementing best practices. Coordinate onboarding/offboarding contractor communications and tasks. Manage financial tasks: payments, POs, and Project Management tool transactions.
Manage Food operations through Integrated Facilities Management (IFM) provider.
Manage Audio-Visual operations through Integrated Facilities Management (IFM) provider.
Manage other site amenities such as the shuttle program, Longwood Collective services/amenities, among others.
Manage regulatory permits and payments for the City of Boston and Cambridge, State of Massachusetts and other Organizations like MWRA, Boston an Cambridge Public Health, Eversource, DEP, between others.
Manage payments of additional services and energy supplies in case of acquisitions.