Office Services Specialist at Boston Scientific

Role Overview

• The role is responsible for partnering & collaborating with local Country Coordinators (CCs), Leadership Teams, Business Support and key stakeholders to provide excellent Employee & Customer experience in our Office Facilities.
• With support from their manager & local leadership; Develops and implements the facility strategy, including all aspects of real estate portfolio, facility operations, environment, health and safety, capital spending and expenses for Boston Scientific in the EMEA region.
• Coordinate with in-country leaders, Global Real Estate, Facilities & EHS and In-direct sourcing, to support the company's real estate assets, support its business objectives, optimise costs; providing innovative, efficient, and safe working environments for employees.
• Dedicated to providing facilities that adhere to our global standards and are cost-effective, safe, and valued by our internal Business Units and employees.
• The role directly reports to the Financial Controller SAF with a strong dotted line to Office Services Manager (OSM), EMEA.

Key Responsibilities

The responsibilities will be inclusive of but not limited to the following:

Real Estate:

• In partnership with their manager and the senior manager of EMEA Real Estate, Facilities & EHS;
  • Oversee all real estate activities including development, acquisition, and disposition, ensuring alignment with organizational goals and compliance with internal guidelines.
  • Support all site leases and contracts, including negotiations, renewals, and terminations, ensuring alignment with budget, BSC objectives, and coordination with Global GREFAC, local/EMEA Legal & Leadership Teams.

Workplace Strategy:

• Leverages regional workplace strategy with input from other functions to promote employee productivity, well-being, and collaboration.
• Monitor and report on space utilization, capacity planning, and population forecasting through data analysis and cross-functional collaboration to inform strategic site planning
• Responsible to drive value improvement (VIPs) in Office Services responsibilities & projects
• Partner with the business & functions to manage Car Fleet and fleet cards (as applicable)

Capital Projects:

• Supports the regional Facility Master planning process.
• In partnership with their manager and the senior manager of EMEA Real Estate, Facilities & EHS; proactively reviews Facilities capital budget including partnering with Finance to track actuals, accruals, and variance
• Ensuring all projects are carried out in accordance with the latest BSC Global Design Guidelines and adheres to capital request process including CERA execution

Facilities Operations:

• Responsible for overall facilities management, including vendor & contract management, Janitorial Services, Office Café/Canteen services, Office supplies, and Front-Desk/Reception services.
• Manages in-country “Wheel of Spend” and ensure adherence to BSC standardized costs codes and operational expense reporting.

Environment, Health & Safety (EH&S):

• Drive compliance with local, regional & global EH&S and Security & Resilience regulatory/BSC directives and guidelines – e.g. EHS, ESG, CSR etc.
• Coordinate with business leads & the region/global BSC teams to gather EH&S related metrics, such as energy, fleet, incidents, accidents, prescribed diseases etc, ensure regulatory reporting as necessary
• Ensure health and safety risk assessments are completed, emergency response plans are in place and drive actions to address any high-risk findings. Assessments and actions captured in Cority or as required.
• Participates in regional, and develops local sustainability programs including metrics and reporting
• Be the local Health and Safety Lead and liaison

Institute of Advancing Sciences (IAS) Coordination: (South Africa only)

• Lead IAS Administration & Management activities including IAS calendar management, booking coordination, room configuration, on-the-day services setup & planning (catering/transfers/welcome badges etc).
• Coordinate closely with the Office Services lead (if applicable), Business Support lead, Medical Education leads & event/training coordinator lead on all IAS activities.
• Manage storage/shipment/receipt of Capital Equipment used in the training facilities.
• Provide onsite support during events to optimize the training/meeting experience at the IAS.
• Report & drive resolution on all IAS asset issues (e.g. room technicalities, furniture, Audio Video etc.).
• Drive continuous improvement, track & analyse KPIs related to the IAS (e.g. utilization, saturation etc.).

People Management: (if applicable)

• May lead a group or team of employees in the achievement of organizational goals.  Guide, coach, direct, and develop your employees.
• Foster a diverse workplace that enables all participants to contribute to their full potential in pursuit of organizational objectives.
• Monitor and ensure compliance with company policies and procedures

Key Requirements  

• Bachelor’s degree in relevant field or 5-8+ years of professional experience
• Relevant experience in office/facility management in EMEA
• Relevant experience and proven results in project management and budget management
• Demonstrated high degree of integrity, professionalism, and the ability to establish credibility
• Ability to work independently, highly organized, and self-driven
• Multi EMEA country and culture working experience preferred
• A willingness to work flexibly across different time zones and travel in EMEA
• Excellent MS application skills (PPTX, Excel, Word, Project, Teams)
• Excellent communication and fluency in both verbal and written English; and other European language highly desirable
• Medical device industry or other regulated industry experience an advantage

Key Competencies

Adaptability

• Responds resourcefully, flexibly, and positively when faced with new challenges, transitions, and demands. Willingly and effectively deals with the stress and complexities of various situations. Moves forward productively and optimistically under conditions of change and uncertainty.

Collaboration

• Models and promotes collaboration and works effectively with others across the organization to achieve goals. Demonstrates proficient cross company communication, cultural sensitivity, and partnership in interactions with others.  Involves others in decisions and plans and credits them for their contributions and accomplishments.

Relationship Building

• Establishes and maintains strong relationships internally and externally. Contributes to a culture of respect, diversity, and inclusion. Relates well to management, colleagues, peers, and direct reports. Champions a culture of respect, diversity and inclusion that values all employees.  Earns the respect and trust of others through effective interpersonal skills, integrity, and authenticity.

Planning

• Implements strategies, initiatives, and plans that that align with the organization’s strategic and operating plans and communicates them to team.   Defines realistic plans with clear deliverables, milestones, accountabilities, and measures of success that are needed to accomplish business objectives. Optimizes resources and continuous improvement to ensure quality, efficiency, and scalability.

Execution

• Demonstrates and fosters a sense of urgency, optimism, and ownership to achieve goals and organizational success.   Defines priorities and delivers business results for the organization.  Holds others accountable to effectively and efficiently complete work responsibilities and tasks with high quality and compliance. Addresses problems directly and drives changes necessary to achieve business objectives.

Communication

• Creates an environment which promotes the free flow of communication and information throughout the team.  Communicates effectively in large and small groups. Openly shares knowledge and expertise. Listens actively and encourages the open expression of ideas and opinions. 

Influence

• Influences and motivates others over whom they have no direct control or authority.  Wins support and acceptance for proposed changes and ideas through careful consideration of stakeholders’ needs and interests, through strategic relationships and through persuasive communications.

Quality Requirements

• Understands and complies with all the regulations governing the Quality, Safety and Environmental management systems. 
• As employee of a Medical Device business, demonstrates a primary commitment to patient and personnel safety and product quality by maintaining compliance to the Quality Policy and all other documented quality processes and procedures.
• For those individuals that supervise others, the following statements are applicable:
• Assures that appropriate resources (personnel, tools, etc.) are maintained to assure Quality System compliance and adherence to the BSC Quality Policy.
• Establishes and promotes a work environment that supports the Quality Policy and Quality System.
• Monitor and ensure compliance with company policies and procedures (e.g., federal/country and regulatory requirements).