Pharmaceuticals

Workplace Operations Associate Manager

Permanent

Vignetic

Workplace Operations Associate Manager Tarrytown, NY

Title: Associate Manager, Workplace Operations 

Job Type: Full-time Permanent 

Primary Location: Tarrytown, NY 

The Challenge: 

Vignetic is looking for an Associate Manager of Workplace Operations that will be a part of the Workplace Strategy & Planning team and partners with internal resources, consultants, contractors, and internal community to support the coordination of projects and day-to-day activities, primarily providing oversight and technical expertise on moves and the commissioning/decommissioning of spaces. This role will also maximize safety, efficiency, and effectiveness through standards and processes and assist in the development of migration plans, procurement and installation of furniture, fixtures and scientific laboratory equipment, and all MAC activities while providing excellent customer service to end-users.

Roles & Responsibilities: 

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  • Primary contact for coordination of relocations activity- Coordination required between Project Team, Facilities, IT, and client. 
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  • Manages all phases of the project plan for individual real estate projects and day-to-day activities.  
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  • Manages MAC work order requests (non-project related) which may include larger scale MAC activities, with multiple trades or minor construction, and interfacing with end-users/project requestors.  
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  • Manages & coordinates TriRiga IWMS workstreams and requests.  
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  • Prepares scope of work, project delivery resource requirements, cost estimate & budget, work plan schedule & milestones, quality control, taking corrective actions when required to meet project goals.  
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  • Tracks progress of each project against goals, objectives, approved budgets, and timelines.   
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  • Financial management including monitoring and approving invoicing, PO’s.  
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  • Partner with internal REFM resources and manages contracted services with effective communication to ensure MAC and projects are completed in a cohesive and timely manner – minimal business disruption; follow up with end-user to ensure client satisfaction.  
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  • Implements project documentation governance and communication plan for meetings and written reports/meeting minutes to keep client and project resources informed.  
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  • Participates in project meetings as needed.  
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  • Leads an engaged team that effectively delivers value by optimizing process, resources, and cost.  
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  • Provides oversight and direction to the employees in accordance with the organization policies and procedures.  
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  • Provides effective performance management, coaching, and mentoring as well as opportunities for development, empowering employees to take responsibility for their jobs and goals.  
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  • Monitors performance and manages team workload; analyzes team processes and implements improvements to maximize efficiency; aligns team services with those provided with other groups. 
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Essential Skills & Requirements: 

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  • Thorough understanding of space planning and occupancy utilization tools, office design principles and trends, and contract furniture systems required.  
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  • Excellent written, graphic, and verbal communication skills; ability to tactfully deliver difficult messages and tailor information to the audience.  
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  • Strong organizational and analytical skills.  
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  • Ability to provide efficient, timely, reliable, and courteous service to customers.  
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  • Relocations or Facilities management experience strongly preferred.  
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  • Demonstrates capability to read, understand, and apply standard documents affecting real estate projects, including but not limited to agreements/contracts, and drawings.  
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  • Demonstrable experience with AutoCAD, Tririga, Bluebeam, Excel and Adobe PDF editing for floor plans and spreadsheets.  
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  • Furniture reconfiguration experience a plus.  
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  • Prior Project Management Experience is Preferred. 
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  • Excellent stakeholder management, change management, and customer service skills.  
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  • Ability to build productive partnerships at all levels.  
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  • Ability to manage conflict constructively and effectively. 
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  • Must be able to thrive in an ambiguous, constantly changing environment.
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Education & Experience: 

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  • MS Office with advanced skills in Excel and PowerPoint; CAFM/IWMS or other space management/utilization software. 
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  • 5-7 years’ experience related directly to Move management required.  
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  • 5-7 years’ experience managing people and teams required. 
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  • Laboratory experience preferred.  
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  • Large company, multi-campus occupancy planning experience preferred. 
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Tagged as: Workplace Operations Associate Manager