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About the Role
Oversees the day-to-day upkeep and support services of BioPharma Services and Canadian Phase Onward facilities, including reception, custodial operations, and the management of supplies and services. This role helps maintain a safe, clean, and reliable workplace while improving the cost, quality, and efficiency of non-clinical purchasing.
Responsibilities
- Oversee facility upkeep, repairs, and preventive maintenance; prioritize service requests and coordinate qualified external contractors for HVAC, electrical, plumbing, and other building needs.
- Conduct routine site walkthroughs, track deficiencies, and follow through on corrective actions to maintain clean, safe, and functional premises.
- Coordinate maintenance and contractor access with department leaders to minimize disruption to clinical, laboratory, and office activities.
- Maintain service schedules, maintenance records, and escalation procedures; coordinate urgent facilities issues through an agreed coverage and escalation plan.
- Work with internal health and safety and quality contacts to meet applicable site requirements and ensure contractors follow access, safety, and confidentiality procedures.
- Oversee front desk and custodial staff, including work priorities, schedules, coverage, training, and service standards.
- Establish cleaning schedules and inspect service quality; coordinate custodial supplies and address performance or service concerns promptly.
- Review non-clinical spending and the supplier base to identify opportunities for consolidation, competitive pricing, and simpler ordering processes.
- Obtain and compare quotations; negotiate pricing, service terms, and renewals within delegated authority, considering quality, reliability, and total cost.
- Establish preferred suppliers, standard supply lists, and clear requisition, approval, and ordering procedures in collaboration with Finance and department leaders.
- Monitor stock levels and usage of general supplies, set replenishment levels, and reduce shortages, waste, and duplicate purchases.
- Maintain supplier and contract records, renewal dates, and service expectations; monitor performance and resolve delivery, billing, and service issues.
- Coordinate with relevant departments to confirm specifications for shared supplies, including lab coats and cleaning products, before purchasing or making substitutions.
- Verify receipt of goods and completion of services, review invoice accuracy, and coordinate discrepancies with Finance before payment.
- Develop and monitor facilities and non-clinical procurement budgets with the CSOO and Finance; forecast recurring costs and recommend repair or replacement priorities.
- Report on spending, documented savings, supplier performance, and outstanding facilities issues, with clear recommendations and follow-up actions.
- Organize work within the agreed part-time schedule, delegate routine activities, and establish continuity of service during non-working hours.
- Other duties and responsibilities as assigned.
Requirements
- Demonstrated experience managing clinical facilities or workplace services, with responsibility for reception, custodial teams, or comparable support functions.
- Proven experience sourcing suppliers, negotiating commercial terms, consolidating purchasing, and delivering measurable cost or process improvements.
- Practical knowledge of building maintenance, preventive maintenance planning, and the coordination of qualified trades and service contractors.
- Experience managing budgets, reviewing invoices, and maintaining purchasing, inventory, and vendor records.
- Strong people's leadership, organization, problem-solving, and communication skills, with a practical and service-oriented approach.
- Comfort using Microsoft Office and purchasing, inventory, or facilities management systems.
- Post-secondary education in facilities management, business, supply chain, or related discipline, or an equivalent combination of education and experience.
- Experience in healthcare, a laboratory, a CRO, or another regulated setting is an asset.
Skills
- Facilities management
- Procurement
- Supplier negotiation
- Budget management
- Invoice review
- Purchasing systems
- Inventory management
- Vendor management
- People leadership
- Organization
- Problem-solving
- Communication
- Microsoft Office
Location
- Onsite (BioPharma Office, North York)
Work Type
- Part-time (25-30 hours/week)
Education Level
- Post-secondary education in facilities management, business, supply chain, or related discipline, or an equivalent combination of education and experience.
Salary/Compensations
- $35-$40/hour
About the Company
- BioPharma Services Inc.