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Senior Facilities Operations Specialist (Work Order Administrator/Scheduler)

Company: GILEAD
Location: Santa Monica
Posted on: March 26, 2020

Job Description:

For Current Kite Pharma Employees and Contractors:

Please log onto your Internal Career Site to apply for this job

Job Description

This position will perform work supporting multiple clinical manufacturing, process development, research and administrative facilities in Santa Monica, CA. Work Order Administrator (WOA)/Scheduler position is responsible for the effective induction and scheduling of all maintenance work control processes as well as various administrative activities as they apply to the work order process and metric generation. This position works directly with the Technical/Maintenance Managers(s) to ensure efficient and effective work order processing and scheduling of all resources to conduct maintenance activities which result in minimum downtime and maximum productivity. The WOA/Scheduler is empowered to manage work schedules and priorities, develop metrics and job reports, define KPIs and engage the proper resources to develop a safe, effective and efficient work schedules.

Responsibilities include the completion of WOA/scheduling activities within the maintenance organization by utilizing advanced technical knowledge of maintenance crafts, planning, scheduling, and coordinating techniques, as well as applying innovative operation theories, concepts, technology and negotiation skills. Utilizes the maintenance modules within BRAM computerized maintenance management system to review, prioritize and schedule maintenance work; negotiates down time with manufacturing and laboratory operations to accommodate required maintenance activities. Coordinates scheduling of critical inspections for compliance with all pertinent regulatory agencies. In addition, the WOA/Scheduler provides the equipment-related expertise and technical guidance on improving the work order process.


Once a valid work request is submitted, the WOA/Scheduler will screen, prioritize, schedule and follow-up on accuracy of the job submittal for all planned (preventative maintenance, demand service and corrective) work. Focus is to optimize workforce productivity and minimize downtime by managing work weeks in advance. In performance of these duties the WOA/scheduler has the following responsibilities:

--- Principle contact and liaison between the maintenance department and operations planning.

--- Ensures the area, department or facility in which they are assigned receive professional maintenance service in a timely manner to ensure high equipment availability and performance.

--- Reviews all planned work request from assigned area and determines validity and accuracy of information and engages the appropriate resources to set a preliminary priority.

--- Reviews work request for accuracy and clarity: clear scope of work, realistic completion date, proper lead times, correct equipment identification, proper authorization, and discuss details with originator of the work order.

--- Escalates issues to Management for work which is high priority and or compliance related.

--- Approaches all aspect of the work being performed with safety as the highest priority.

--- Manages the status of work control and backlog for work order submission to work order completion. Status may include: waiting for planning, waiting parts, ready to schedule, scheduled, etc.

--- Works with Maintenance leads, supervisors and planners to determine resource availability and work to level the work force.

--- Develops a preliminary workforce schedule by technician ensuring all skills requirement and resource availability is met.

--- Actively participates in scheduling meetings with operations partners to finalize priority of work orders, optimum downtime windows, and necessary lead times.

--- Finalize the Maintenance resource schedule based on agreed plan with Production and Operations.

--- Follow up and communicates schedule to all resources: maintenance, production, operations, outside services, spare parts stores and engineering.

--- Keep accurate metrics on the performance of planning and scheduling functions and provide timely reports to the Maintenance manager.


--- High school diploma or equivalent.

--- 6+ years maintenance experience.

--- 7+ years system and maintenance/equipment experience with specific proficiency demonstrated in spare parts, scheduling and CMMS Administration.


--- Strong communication skills, both oral and written, and interpersonal skills are required to effectively communicate with internal stakeholders at all levels. Experience with Excel and PowerPoint are desired.

--- Excellent organizational skill and the demonstrated ability to effectively coordinate, plan, monitor and track operational projects and work in progress.

--- The ability to handle multiple tasks/priorities and the ability to work under specific time constraints are required.

--- Requires the ability to be available to work overtime when requested and respond to facility emergencies during off hours.

--- Requires a valid driver's license.

--- Incumbents must have proficient skills with a personal computer and a very good knowledge and understanding with all Microsoft Office programs, specifically with Word and Excel. Experience with web-based applications is also strongly preferred.

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. For more information on Kite, please visit Sign up to follow @KitePharma on Twitter at

For jobs in the United States:

As an equal opportunity employer, Gilead Sciences Inc. is committed to a diverse workforce. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, gender, age, sexual orientation, physical or mental disability,genetic information or characteristic, gender identity and expression, veteran status, or other non-job related characteristics or other prohibited grounds specified in applicable federal, state and local laws. In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans' Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contactcareers@gilead.comfor assistance.

For more information about equal employment opportunity protections, please view the'EEO is the Law'poster.



Our environment respects individual differences and recognizes each employee as an integral member of our company. Our workforce reflects these values and celebrates the individuals who make up our growing team.

Gilead provides a work environment free of harassment and prohibited conduct. We promote and support individual differences and diversity of thoughts and opinion.

For Current Kite Pharma Employees and Contractors:

Please log onto your Internal Career Site to apply for this job.

Keywords: GILEAD, Santa Monica , Senior Facilities Operations Specialist (Work Order Administrator/Scheduler), Other , Santa Monica, California

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