Facilities Coordinator - Soft Services

We’re here for one reason and one reason only – to cure cancer. Every moment is dedicated to developing treatments and every action moves us one step closer to our goal. We’ve made incredible scientific breakthroughs and our pioneering personalized CAR T-cell therapies have changed the paradigm. But we're not finished yet.

Join Kite, as we make even bigger advances in cancer therapies, and help shape where our business and medical science goes next.

We believe every employee deserves a great leader. People Leaders are the cornerstone to the employee experience at Gilead and Kite. As a people leader now or in the future, you are the key driver in evolving our culture and creating an environment where every employee feels included, developed and empowered to fulfil their aspirations. Join Kite and help create more tomorrows.

Job Description

We are seeking a highly motivated individual for the role of Facilities Coordinator - Soft Services, within our Facilities & Engineering department.

As a Coordinator overseeing Facilities Soft Services, you will play a crucial role in managing outsourced soft services for our clients, encompassing gowning, cleaning, food & drinks, security, hospitality, transportation, waste, and possible other future (GMP related) soft services. Your primary objective is to ensure the efficient and timely delivery of these services within budget, while complying with all relevant regulations and standards.

Your responsibilities

• Contract Management
  • Oversee contracts with service providers and vendors.
  • Monitor contract performance to ensure compliance with agreed-upon terms, service level agreements and KPIs.
  • In collaboration with Sourcing & Procurement department, hold performance meetings and QBRs with service providers.
  • Provide guidance to resolve day-to-day facilities services issues, when needed.
• Budget Management
  • Develop and manage budgets for soft services, emphasizing cost-effectiveness.
  • Control and optimize expenditures to meet financial targets.
  • Review, update & initiate yearly Work Orders and related SLAs, in collaboration with Sourcing & Procurement and Legal department.
  • Handle Change Order activities for any adjustments made to the services during contract year.
  • Handle Purchase Order requests and invoices.
• Vendor Selection and Oversight
  • Collaborate with Sourcing & Procurement to identify, evaluate, and select vendors and contractors for soft services.
  • Continuously assess vendor performance and address any issues and/or risks.
  • Establish and maintain clear communication and trusted relationships with service providers (‘partnership’).
• Quality
  • Serve as the subject matter expert during audits.
  • Manage change controls, deviations, CAPAs, SCARs for GMP-related services.
  • Implement and uphold quality control measures for high-quality service delivery.
  • Set and monitor key performance indicators (KPIs) for service providers.
  • Establish, review, and update SOPs and other quality-controlled documents required for service providers to deliver GMP-related facilities services.
• Compliance and Safety
  • Ensure all soft services comply with relevant regulations and safety standards.
  • Stay updated on industry regulations and best practices.
• Client Relationship Management
  • Act as the main point of contact for internal clients regarding soft services needs.
  • Build and maintain strong client relationships, addressing their needs and concerns.
• Team Leadership
  • Manage and lead a team of outsourced service professionals, ensuring productivity and development.
  • Manage demand from internal stakeholders (e.g. other departments or group functions), relating to area of specialization.
  • Facilitate discussions, projects or improvement efforts for Facilities services with internal stakeholders and service providers.
• Reporting and Documentation
  • Generate regular reports on soft service performance and contract compliance.
  • Maintain comprehensive documentation for audits and records.
  • Provide input, review & approve Operating Manuals for non-GMP related services.
  • Conduct periodic Facilities Services Survey.

Your profile

• Bachelor's degree in a related field (e.g. Facility Management, Business, Engineering).
• Proven experience in contract management and facility soft services (minimum 3 years).
• Strong knowledge of facility and operational services.
• Exceptional communication skills.
• Budget management and financial acumen.
• Knowledge of relevant regulations and safety standards.
• Leadership and team management skills.
• Strong problem-solving and decision-making abilities.
• Thorough with attention to detail.
• Proficiency in using relevant software and tools.

Kite is a biopharmaceutical company engaged in the development of innovative cancer immunotherapies with a goal of providing rapid, long-term durable response and eliminating the burden of chronic care. The company is focused on chimeric antigen receptor (CAR) and T cell receptor (TCR) engineered cell therapies designed to empower the immune system's ability to recognize and kill tumors. Kite is based in Santa Monica, CA.

Change The World With Us

Everyone at Kite is grounded by one common goal – curing cancer. Every day, we aim to establish a direct line between that purpose and our day-to-day work.

We are creating Kite together, with the recognition that the best teams are built by the best people. We maintain an attitude of curiosity, and creativity with each challenge as we develop a new market for cancer therapies. We appreciate and respect one another, and most importantly, we don’t take success for granted.

While we’ve come a long way to make what others viewed as impossible, possible, we know one thing is certain. Today is just the beginning.