Global Workplace Manager (Carlsbad, CA)

The primary focus of the Global Workplace (GWP) Manager is to manage the Carlsbad office and the onsite facilities team. This position will coordinate with the various Carlsbad business groups and will provide first line interaction with internal and external contacts. The goal is to ensure the office environment supports productivity, is safe, and projects a professional image.

The individual in this position is expected to create a welcoming environment for regular users and visitors that is conducive to collaboration, connection and focus work.

Essential Functions:

• Manage the reception area and ensure that front desk guides are up to date. Provide training on policies and procedures related to building operations, FDA inspections and other unexpected events.

• Oversee GWP visitor management procedures.

• Oversee facility space management including office moves, space planning, employee placement, transfers, new hire onboarding, departures, location maps & directories, interoffice mail.

• Manage the facilities team to ensure appropriate delegation of work and assignments, including cross training to ensure coverage of all work areas. Develop team members to create a skillful, dynamic and reliable team.

• Establish usage procedures and guidelines for staff amenities (access control, meeting rooms etc.), and communicate these procedures as required, and as part of staff induction.

• Oversee facility maintenance including audits and inspections, scheduled cleaning, building repairs, security arrangements, storage management, general wear and tear, purchase of furniture.

• Manage workplace health and safety programs. Staff and train emergency response teams and provide CPR/AED and First Aid courses for site employees.

• Oversee incident reporting, fire safety, building safety, cleaning processes and evacuation procedures. Keep post-event incident review program current and relevant.

• Create and update site emergency response plan. Conduct quarterly reviews and training exercises.

• Maintain global workplace business continuity plan, identifying and implementing process improvements.

• Manage security system and train facilities staff on its use.

• Oversee records management for facility.

• Preparation of annual site budget, with emphasis on managing spend, looking to identify opportunities for increased efficiencies and cost savings. Review annual budget development, financial variance reports and operations analysis.

• Work with landlord (if applicable) and vendors, evaluating needs, services and ensure a productive working relationship.

• Oversee the kitchen and breakroom operations, snack and vending machine programs, supply management and product stocking.

• Manage facility procurement process for site, coordinating with Legal, Procurement and Accounts Payable. Review, validate, and approve proposals and invoices. Help resolve issues with proposals and invoices.

• Ensure excellent support is provided to clients and the business as related to setup and cleanup of special events, team activities, and conferences.

• Dealing with emergencies as they arise

• Operates in accordance with Jazz values of Integrity, Innovation, Passion, Collaboration, and Pursuit of Excellence.

• Collaborate with global peers to ensure consistency, lessons learned, and best practices across regions.

• Lead/Participate in special projects as appropriate.

Required Knowledge, Skills, and Abilities:

• 5+ years of professional experience in one or more of the following fields: facilities management, office management, corporate administrative services, and/or hospitality management.

• Proficient computer skills including use of Microsoft Office (including Outlook, Word, Excel, Power Point).

• Proven success in people management.

• Ability to think outside the box and identify process improvements and efficiencies.

• Exemplary customer service focus, service-minded, flexible and open to new ways of doing business.

• Excellent written and verbal communication skills.

• Ability to collaborate effectively in a matrix environment, with proven ability to influence at all levels (both internally and externally).

• Demonstrated ability to prioritize, is detail-oriented and able to work independently with minimal guidance.

• Responsibilities may require working outside of "normal" hours, in order to meet business demands.

Required/Preferred Education and Licenses:

• University/undergraduate degree in business administration, real estate, or a similar discipline; OR equivalent professional experience.