Workplace Solutions Manager III

Mindlance

Lexington, MA

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JOB DETAILS

SKILLS

Access Control, Billing, Biology, Biotech and Pharmaceutical, Budget Management, Business Administration, Coaching, Communication Skills, Computer Security, Continuous Improvement, Contract Management, Corporate Compliance, Cost Control, Custodial Services, Customer Relations, Customer Support/Service, Detail Oriented, Driver's License, Emergency Response, Emergency Services, Environmental Health, Facilities Management, Finance, Incident Response, Interpersonal Skills, Laboratory Management, Leadership, Lift/Move 50 Pounds, Mentoring, Multitasking, Organizational Skills, People Management, Performance Management, Performance Metrics, Physical Demands, Problem Solving Skills, Process Improvement, Project Tracking, Project/Program Coordination, Purchasing/Procurement, Quality Assurance, Quality Control, Recycling, Regulatory Compliance, Regulatory Requirements, Safety/Work Safety, Sanitation, Security Monitoring, Service Delivery, Service Level Agreement (SLA), Set Goals, Statement of Work (SOW), Supplier Relationship Management (SRM), Team Lead/Manager, Time Management, Vendor/Supplier Evaluation, Vendor/Supplier Management, Vendor/Supplier Relations, Waste Management, Willing to Travel

LOCATION

Lexington, MA

POSTED

24 days ago

BILL RATE: up to ***
MARK UP: 41%
START DATE: ASAP
LENGTH: 4 months with possibility of extension

LOCATION: 75 Hayden Ave, Lexington, MA - but also all MA sites, see below
SCHEDULE: M-F 8:00 to 5:00

TOP MUST HAVES:
1. Excellent Interpersonal/customer service skills
2. Good management experience (5+ yrs),
3. Ability to oversee multiple projects/tasks across multiple buildings concurrently

Job Title: Workplace Solutions Manager Multi-Site (Laboratory & Office)
Location: Based in Massachusetts; travel between multiple regional sites required
Reports to: Soft Services Lead / Facilities Manager
Position Summary: The Workplace Solutions Manager oversees soft services and site-level operational excellence across multiple Massachusetts-based pharmaceutical lab and office facilities. This role ensures safe, compliant, and well-maintained workplaces through management of janitorial services, security vendors, special cleaning projects, and managing two site coordinators. The manager is responsible for vendor performance, quality assurance through spot inspections, coordinating special projects with the Soft Services Lead, and driving continuous improvement in service delivery to support research and corporate activities.
Key Responsibilities
Manage day-to-day soft services operations across multiple mixed lab/office sites, ensuring consistent service levels and compliance with company standards.
Travel regularly to assigned sites to perform spot inspections, conduct walkthroughs, and verify janitorial and facility upkeep; document findings and follow up to resolution.
Oversee contracted vendors for janitorial, waste management, recycling, security, and other soft services; coordinate contracts, SOWs, scheduling, and service-level agreements.
Lead and coordinate special cleaning projects (e.g., deep cleans, renovation clean-ups, bio-cleaning coordination) in collaboration with the Soft Services Lead and site stakeholders to minimize operational disruption.
Manage relationships with security vendors and support security-related projects (access control, screening processes, and emergency response coordination) alongside the Soft Services Lead.
Supervise, coach, and develop site coordinators set goals, conduct regular 1:1s, manage performance, and support training for site-level soft services tasks.
Create and maintain inspection checklists, compliance documentation, and corrective action plans; drive timely remediation of deficiencies.
Monitor vendor invoices and KPIs, review performance metrics, and work with procurement/finance to ensure accurate billing and contract compliance.
Support incident response and post-incident recovery as it pertains to soft services (e.g., water leak remediation, sanitation events, security incidents).
Implement continuous improvement initiatives that enhance the cleanliness, safety, and appearance of facilities while optimizing cost and service quality.
Ensure all activities align with applicable health, safety, environmental, and regulatory requirements relevant to pharmaceutical labs and office environments.
Travel Expectations
Frequent regional travel between Massachusetts sites; typical travel frequency expected to be X Y days per week/month (adjust based on your preference). May include occasional after-hours or weekend support for projects or incidents.
Required Qualifications
Bachelor s degree in Facilities Management, Business Administration, Environmental Health & Safety, or related field or equivalent experience.
5+ years of facilities, workplace, or vendor management experience in a multi-site environment; experience in life sciences, pharmaceutical, or laboratory settings highly preferred.
Demonstrated experience managing janitorial vendors, security contracts, and special cleaning projects.
Proven supervisory experience with direct reports; ability to coach and develop site-level staff.
Strong knowledge of compliance, EHS considerations, and site access/security practices relevant to lab environments.
Excellent communication, stakeholder management, and organizational skills.
Valid driver s license and ability to travel frequently between sites.
Preferred Qualifications
Certifications such as IFMA s FMP/CEFM, BICSc, or other facilities/cleaning management credentials.
Experience with contractor management systems, quality inspections, and KPI-driven vendor oversight.
Familiarity with controlled lab environments, biosafety protocols, and specialized cleaning/contamination control practices.
Experience with budget monitoring and vendor invoicing processes.
Core Competencies
Operational Excellence: Detail-oriented approach to inspections, issue resolution, and process improvement.
Leadership: Ability to lead small teams, mentor staff, and drive accountability.
Collaboration: Strong stakeholder engagement skills; able to partner with site leadership, EHS, procurement, and security.
Problem Solving: Proactive and resourceful in addressing service gaps and emergency situations.
Customer Focus: Commitment to delivering consistent, high-quality workplace experiences.
Physical Requirements
Ability to perform site walkthroughs and inspections, often requiring walking and climbing stairs and occasional lifting up to 50 lbs
Comfortable entering lab and facility areas following PPE and safety protocols.

Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.

About the Company

Mindlance

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