Facilities & Mailroom Coordinator

Syneos Health · United States

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 delivering—for each other, for our customers, and ultimately for the people who rely on the services we support.
Discover what your 25,000 future colleagues already know:


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 program.
• We are committed to building an inclusive culture – where you can authentically be yourself. Central to this is our purpose – Driven to Deliver – which captures the passion of our colleagues to show up each day and shape solutions that have the ability to dramatically impact someone’s life.
• We are continuously building the company we all want to work for and our customers want to work with. Why? Because we know that when we bring together smart colleagues from across the world, we can shape the future of healthcare, driving impact for customers and defining the pace of patient progress.

Job Responsibilities

JOB SUMMARY

Highly organized, proactive and detail-oriented individual responsible for managing various tasks related to office operations, maintenance, and the day-to-day operations of the facility. Assist with various tasks related to visitor management, office maintenance and vendors. Primary focus will be on ensuring a safe, efficient, and comfortable working environment for all employees.

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 mailing pouches, boxes, 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; Position will serve as backup for AV Specialist.
• 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.
• Serve as a back-up resource to the receptionist, including greeting visitors, supporting meetings, assisting with access badges, and directing inquiries to appropriate personnel.
• Assist with the procurement, installation, and maintenance of furniture and furniture systems in accordance with company standards.
• Assist with selection, placement, and maintenance of interior plants within 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.
• Update internal invoice/PO tracking to ensure accuracy and availability of funds necessary to keep office functioning.

Energy Management and Sustainability:

• Implement recycling programs to promote waste reduction and environmental sustainability within the office.
• Energy Management & Sustainability: 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 intranet pages (SyncUp): Update and maintain relevant information on internal platforms regarding office locations.
• May serve as point of contact for landlord relations; address any facility-related concerns or issues with the landlord as necessary.

QUALIFICATION REQUIREMENTS

• High school diploma; or equivalent education and experience.
• Some experience providing specialized facility support.
• Proficiency utilizing Microsoft Office Suite (Word, Excel, Power Point, Teams), voicemail, email, and Outlook calendar.
• Ability to work tactfully and effectively with all levels of employees.
• 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.

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:

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.

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 what your role is, you’ll take the initiative and challenge the status quo with us in a highly competitive and ever-changing environment. Learn more about Syneos Health.

Additional Information

Tasks, duties, and responsibilities as listed in this job description are not exhaustive. The Company, at its sole discretion and with no prior notice, may assign other tasks, duties, and job responsibilities. Equivalent experience, skills, and/or education will also be considered so qualifications of incumbents may differ from those listed in the Job Description. The Company, at its sole discretion, will determine what constitutes as equivalent to the qualifications described above. Further, nothing contained herein should be construed to create an employment contract. Occasionally, required skills/experiences for jobs are expressed in brief terms. Any language contained herein is intended to fully comply with all obligations imposed by the legislation of each country in which it operates, including the implementation of the EU Equality Directive, in relation to the recruitment and employment of its employees. The Company is committed to compliance with the Americans with Disabilities Act, including the provision of reasonable accommodations, when appropriate, to assist employees or applicants to perform the essential functions of the job.