Workplace Solutions Manager

EMCOR Facilities Services, Inc. • Waltham, MA

23h

About The Position

The Workplace Solutions Manager leads, coordinates, and executes workplace and soft services operations across multiple pharmaceutical laboratory and office facilities throughout Massachusetts. The role ensures safe, compliant, clean, secure, and functional environments that support scientific research, business operations, and employee experience. It oversees vendor performance, quality assurance programs, special cleaning initiatives, security service providers, and site-level operational standards, and directly manages two Site Coordinators. The manager acts as a liaison among Facilities, EHS, Security, Procurement, and business stakeholders to promote service excellence, regulatory compliance, and continuous improvement.

The position manages day-to-day soft services operations; conducts site visits, inspections, and walkthroughs; identifies and resolves service deficiencies; and supports workplace readiness and business continuity. It manages third-party vendors and contracts, monitors service levels and compliance, reviews invoices, and coordinates scopes, schedules, modifications, and renewal support. The manager also develops quality assurance and audit programs, maintains compliance documentation, supports audit readiness, and leads special cleaning and workplace service projects.

Additional responsibilities include managing relationships with contracted security providers, supporting access control, badging, visitor management, emergency preparedness, and incident response; supervising and developing two Site Coordinators; and driving improvements to workplace quality, efficiency, consistency, cost effectiveness, and employee and visitor experience. After-hours support may be required for emergencies, special projects, or business-critical events.

Requirements

• Bachelor's degree in Facilities Management, Business Administration, Environmental Health & Safety, or a related field; an equivalent combination of education and experience will be considered.
• At least five years of experience in facilities management, workplace operations, or vendor management within a multi-site environment.
• Demonstrated success managing janitorial services, security providers, and specialty cleaning vendors.
• Proven experience supervising and developing direct reports.
• Knowledge of workplace compliance requirements, EHS standards, and security procedures applicable to laboratory and office environments.
• Strong organizational, project management, communication, and problem-solving skills.
• Proficiency with Microsoft Office Suite and facility management software platforms.
• Valid driver's license and ability to travel extensively between assigned sites.
• Ability to read and interpret safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence and speak effectively before groups of customers or employees.

Nice To Haves

• Experience in pharmaceutical, biotechnology, life sciences, healthcare, or laboratory environments.
• Professional credentials such as IFMA Facility Management Professional (FMP), Certified Facility Manager (CFM), Sustainability Facility Professional (SFP), BICSc, or equivalent.

Responsibilities

• Lead day-to-day soft services operations across multiple laboratory and office facilities and ensure consistent delivery in accordance with organizational standards.
• Conduct routine site visits, inspections, and walkthroughs to assess cleanliness, appearance, safety, and workplace conditions.
• Document service deficiencies, implement corrective actions, and ensure timely resolution while maintaining workplace readiness and supporting business continuity.
• Manage janitorial, waste management, recycling, pest control, security, and other workplace service providers.
• Monitor vendor performance against SLAs, KPIs, and contractual obligations; coordinate scopes of work, schedules, service modifications, and contract renewal support.
• Review vendor invoices and collaborate with Procurement and Finance to verify billing accuracy and contract compliance.
• Develop and maintain soft-services inspection programs, audit processes, and quality assurance standards.
• Maintain inspection reports, compliance records, corrective action plans, and service performance documentation.
• Ensure compliance with company policies, EHS requirements, GMP-adjacent workplace standards, and applicable regulations; support audit readiness and compliance assessments.
• Lead special cleaning and workplace projects, including deep cleans, renovation cleanups, occupancy changes, contamination response coordination, and site enhancements.
• Coordinate project schedules, vendor resources, communication plans, and post-project quality verification while minimizing operational disruption.
• Manage contracted security provider relationships and support workplace security initiatives.
• Assist with security projects involving access control systems, badging, visitor management, and emergency preparedness.
• Collaborate with Security, EHS, and site leadership on incident response and business continuity planning.
• Directly supervise and mentor two Site Coordinators; establish expectations, goals, and development plans.
• Conduct one-on-one meetings, performance evaluations, coaching, and development discussions, and foster accountability, customer service, teamwork, and operational excellence.
• Support response to workplace incidents, including water intrusion, sanitation concerns, environmental incidents, and security events; coordinate remediation with vendors and stakeholders.
• Participate in after-hours support when required for emergencies, special projects, or business-critical events.
• Analyze vendor performance metrics and workplace trends, identify improvement opportunities, and implement practices that improve quality, efficiency, consistency, cost effectiveness, and employee and visitor experience.

Benefits

• Competitive salary and benefits package.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager