Facilities & Mailroom Coordinator

Syneos Health/ inVentiv Health Commercial LLC; Bridgewater Township (NJ); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a Corporate Real Estate Services Coordinator to manage facility operations and vendor relations. This role is crucial for ensuring efficient office management, from overseeing mailroom activities to implementing sustainability initiatives. The ideal candidate will thrive in a dynamic environment, bringing strong administrative skills and a commitment to excellence. Join a forward-thinking company that values diversity and career development, offering a supportive culture where your contributions truly matter. If you're ready to make an impact, this position is perfect for you.

Qualifications

• Experience in administrative support with proficiency in Microsoft Office.
• Strong organizational skills and ability to meet deadlines.

Responsibilities

• Manage incoming/outgoing packages and coordinate mail distribution.
• Assist with office maintenance tasks and coordinate repairs.
• Implement recycling programs and monitor energy strategies.

Skills

Administrative Support

Microsoft Office Suite

Effective Communication

Organizational Skills

Time Management

Education

High School Diploma or Equivalent

Tools

Microsoft Outlook

Job description

Description

Corporate Real Estate Services Coordinator - Facilities and Mailroom Coordinator

Syneos Health is a leading fully integrated biopharmaceutical solutions organization built to accelerate customer success. We translate unique clinical, medical affairs, and commercial insights into outcomes to address modern market realities.

Every day we perform better because of how we work together, as one team, each the best at what we do. We bring a wide range of talented experts together across a wide range of business-critical services that support our business. Every role within Corporate is vital to furthering our vision of Shortening the Distance from Lab to Life.

Discover what our 29,000 employees, across 110 countries already know:
WORK HERE MATTERS EVERYWHERE

Why Syneos Health

• We are passionate about developing our people through career development and progression; supportive and engaged line management; technical and therapeutic area training; peer recognition, and total rewards programs.
• We are committed to our Total Self culture—where you can authentically be yourself. Our culture unites us globally, and we are dedicated to taking care of our people.
• We continually build the company we all want to work for and our customers want to work with, fostering diversity of thoughts, backgrounds, cultures, and perspectives to create a sense of belonging.

Job Responsibilities

Facility Operations

• Manage and facilitate incoming/outgoing packages; coordinate mail distribution efficiently; procure shipping supplies.
• Manage inventory of office consumables.
• Assist with office maintenance tasks, coordinate repairs, address facility issues.
• Learn AV systems and video conferencing technology.
• Maintain records of maintenance, vendor contracts, and compliance documentation.
• Conduct inspections, develop maintenance schedules, coordinate vendor services.
• Serve as regional office contact for vendor services, ensure cost-effective solutions.
• Assist with space planning, office moves, furniture arrangements, and workstation readiness.
• Maintain seating charts and floor plans, monitor space capacity.
• Manage parking permit/card system, conduct audits.
• Serve as receptionist or backup, support meetings, answer calls, direct inquiries.
• Procure, install, and maintain furniture and interior plants.

Safety, Security, and Business Resiliency

• Review and administer badge access systems.
• Assist with Business Continuity and Emergency Response Plans.
• Communicate building issues, lead evacuations, and safety procedures.

Vendor & Financial Management

• Assist with invoice processing, purchase requisitions, and budget preparation.

Energy Management and Sustainability

• Implement recycling programs and monitor energy strategies to promote sustainability.

Other

• Support Records Governance initiatives, manage document dissemination, liaise with storage vendors.
• Maintain Office location pages on internal platforms.
• Serve as primary contact for landlord relations, address facility concerns.
• Perform other duties as assigned.

Qualifications

What we're looking for

• High school diploma or equivalent; experience in administrative support.
• Proficiency in Microsoft Office Suite, email, voicemail, Outlook.
• Accurate keyboard skills, confidentiality, effective communication.
• Organizational and time management skills, ability to meet deadlines.
• Familiarity with office operations standards, willingness to learn AV systems.

Get to know Syneos Health

Over the past 5 years, we have worked with 94% of all Novel FDA Approved Drugs, 95% of EMA Authorized Products, and over 200 studies across 73,000 sites and 675,000+ trial patients.

No matter your role, you'll challenge the status quo in a dynamic environment. Learn more about us.

Additional Information

Tasks and responsibilities are not exhaustive; the company may assign other duties. Qualifications may be considered equivalent. Nothing herein creates an employment contract. We comply with all applicable legislation, including the EU Equality Directive and the Americans with Disabilities Act, providing reasonable accommodations as needed.