Facilities & Mailroom Coordinator

Facilities & Mailroom Coordinator

Syneos Health is a leading fully-integrated life sciences services organization built to accelerate customer success. We partner with innovators at every point across the drug development and commercialization continuum, helping them navigate complexity, anticipate change and accelerate progress. Every day we perform better because of how we work together, as one team, each the best at what we do. We bring together talented experts across a broad spectrum of business critical corporate functions. Every role plays an essential part in enabling our customers to achieve their goals. Our teams are agile, collaborative, and committed to deliveringfor each other, for our customers, and ultimately for the people who rely on the services we support.

Job Responsibilities

Facility Operations

- Manage and facilitate large number of incoming/outgoing packages within the office premises; coordinate mail distribution services efficiently (centralize distribution point, may exceptionally open/scan when no department contact in country). Procure shipping supplies such as mailboxes, labels, etc., ensuring availability for employees' use as needed

- Manage inventory of office consumables such as stationery supplies, pantry items, etc., ensuring adequate levels are maintained.

- Assist with general office maintenance tasks, such as coordinating repairs, and addressing facility and equipment related issues (e.g., Multifunction devices, office supplies, water fountain, coffee machines).

- Knowledge of or willingness to learn AV systems and video conferencing technology.

- Maintain accurate records of maintenance activities, vendor contracts, and compliance documentation.

- Conduct regular inspections to identify maintenance needs or potential safety hazards. Develop and maintain a preventive maintenance schedule for office equipment and systems, ensuring timely completion of all tasks. Coordinate with vendors for janitorial services, pest control, waste removal, and other facility-related services.

- May serve as the primary regional office contact for vendor services which may include utilities, coffee service, food and drink vending machines, logistics, office supplies, mail distribution, and recycling/documenting shredding services. Ensures the most cost-effective method is used and offers alternative solutions as practical.

- Assist with space planning initiatives, coordinate office moves, furniture arrangements, equipment setup, additions, and changes as required. Collaborate with cross-functional teams to address facility-related needs or issues. Validate seating arrangements with site leadership.

- Maintain up-to-date seating chart and floor plans. Monitors seating and space capacity and provides updates to Corporate Services and site head. Liaises with department management for new hire placement within the facility and ensures workstation readiness.

- Parking Permit/Card Audit: Manage the parking permit/card system, conduct regular audits to ensure compliance, and address any issues or discrepancies where applicable.

- May serve as the primary receptionist and/or serve as a back-up resource to the receptionist, including greeting visitors, supporting meetings, answering phone calls, and directing inquiries to the appropriate personnel.

- Assist with the procurement, installation, and maintenance of furniture and furniture systems in accordance with company standards.

- Manage the selection, placement, and maintenance of interior plants within the office space. Safety, Security and Business Resiliency:

- Review and administer badge access systems in accordance with security protocols.

- Assist in the elaboration and updates of the local Business Continuity Plan, Emergency Response Plan and Facility Manual.

- Provide communication to all employees regarding building issues as requested by the Corporate Services department and serves as the office lead for building evacuations and life/safety/security issues and procedures as applicable in respective country office location. Vendor & Financial Management:

- Assist with the processing of CRES department invoices and purchase requisitions related to the facility. May assist with the preparation of the Corporate Services budget respective to the country office location. Energy Management and Sustainability:

- Implement recycling programs to promote waste reduction and environmental sustainability within the office.

- Monitor or maintain energy management strategies to optimize energy usage while promoting sustainability initiatives within the office.

Other:

- Supports Records Governance (RIG) initiatives such as coordinating the return and/or disposal of records; manages activities for disseminating documents to authorized employees, clients, and regulatory agencies; serves as a liaison between the business and vendors supplying storage services and assist with duties assigned by RIG.

- Maintain Office location SyncUp pages: Update and maintain relevant information on internal platforms regarding office locations.

- May serve as the primary point of contact for landlord relations; address any facility-related concerns or issues with the landlord as necessary.

- Performs other work-related duties as assigned.

Qualifications

- High school diploma; or equivalent education and experience.

- Some experience providing specialized administrative support.

- Proficiency utilizing Microsoft Office Suite (Word, Excel, Power Point), voicemail, email, and Outlook calendar.

- Accurate and efficient keyboard skills are necessary.

- Ability to tactfully and effectively work with all levels of employees and maintain confidentiality is necessary.

- Highly effective verbal, written, interpersonal, and team-oriented skills

- The ability to organize and prioritize work to meet aggressive deadlines is essential.

- Excellent organizational and time management skills, with the ability to prioritize tasks effectively.

- Familiarity with regulatory requirements and industry standards related to office operations and maintenance.

- Ability to learn (or current knowledge of) AV functionality/setup for video conferencing meetings.

At Syneos Health, we believe in providing an environment and culture in which Our People can thrive, develop and advance. We reward and recognize our people by providing valuable benefits and a quality-of-life balance. The benefits for this position may include a company car or car allowance, Health benefits to include Medical, Dental and Vision, Company match 401k, eligibility to participate in Employee Stock Purchase Plan, Eligibility to earn commissions/bonus based on company and individual performance, and flexible paid time off (PTO) and sick time. Because certain states and municipalities have regulated paid sick time requirements, eligibility for paid sick time may vary depending on where you work. Syneos complies with all applicable federal, state, and municipal paid sick time requirements.

Salary Range:

$40,900.00 - $69,500.00

The base salary range represents the anticipated low and high of the Syneos Health range for this position. Actual salary will vary based on various factors such as the candidate's qualifications, skills, competencies, and proficiency for the role.