Celgene Coordinator, Facilities / Vendor Operations in Summit, New Jersey


Celgene is a global biopharmaceutical company leading the way in medical innovation to help patients live longer, better lives. Our purpose as a company is to discover and develop therapies that will change the course of human health. We value our passion for patients, quest for innovation, spirit of independence and love of challenge. With a presence in more than 70 countries - and growing - we look for talented people to grow our business, advance our science and contribute to our unique culture.

Position Overview:

The Vendor Operations Coordinator supports the successful operation of facility, laboratory and business functions at multi-use sites through interaction with internal customers and external service providers. The incumbent in this role, contributes to the completion of milestones associated with projects impacting cross-functional teams, and may provide project management leadership on tasks specific to their functional area. With minimum supervision and given general instructions, this individual carries out routine tasks and functions, and uses basic analytical skills to recognize and solve common problems of limited scope. As a developing team player, the incumbent interacts with their immediate supervisor and personnel within their own work group to achieve team goals while building trust and collaborative relationships outside the immediate organization.

Essential Functions :

Coordinates site Shipping & Receiving and associated administrative functions.

  • Oversees all functions and operations of the Shipping & Receiving area while acting as liaison between Celgene and the Shipping & Receiving Managed Service Vendor. Delegates tasks when required

  • Oversee the operation of GMP and Non-GMP Warehouse operations

  • Conducts weekly meetings with Shipping & Receiving Account Manager

  • Adds UPS online account for administrative assistants.

  • Partners with vendors to identify best practices and implement

  • Works alongside Global Quality Systems Team to assure all Compliance Training is current

  • Supports Shipping & Receiving needs of specific Celgene functions and departments

  • Ensures vendor is in compliance with established service agreement requirements

  • Develops policies, objectives, plans, procedures for Shipping & Receiving

  • Manages the organization’s secure shredding program

  • Reviews weekly reports and maintenance of activity log

  • Conducts weekly work order reports on open items

  • Provides data for metrics monthly and discusses with Shipping & Receiving Account Manager to assess work volume and address operational concerns (volume packages received and shipped)

  • Maintains vendor relationships (UPS, FedEx, DHL, couriers) and corresponds with shipper to rectify damages and shortages

  • Works with Customs and Brokers as needed to resolve any international shipment issue

  • Collaborates with Corporate and other site's Shipping & Receiving to align processes and procedures

Coordinates North America Print Services and Copier Support Operations.

  • Oversees all aspects of client services involving reprographic print services

  • Provides cost effective print services for Celgene

  • Provides daily support of network copiers – responds to customer support requests for technical support to ensure problems are resolved quickly. If unable to resolve problem in-house, places service call to vendor. Works with vendor technician to ensure problem is resolved.

  • Escalates problems to Account Manager if they are not resolved by technician and/or copier is constantly breaking down.

  • Manages new copier procurement as required including meeting customer to obtain requirements, working with preferred vendor account manager to obtain lease, ordering copier, scheduling delivery, ensuring network drop and electrical requirements are in place, obtaining IP address, scheduling Canon technician to setup/install new copier, scheduling IT technician to work with Canon (in house tech needs to set up new copier on print server), and after copier has been installed, scheduling training if required.

  • Manages replacement of existing copiers/problem copiers including obtaining buyout/return paperwork from current vendor, scheduling pickup/return of old equipment ordering new copier, scheduling delivery of new copier, confirming electrical requirements and if different scheduling install, scheduling Canon technician to install, scheduling IT tech, and scheduling training if required.

  • Orders supplies for current copier fleet (toners, paper, staples, etc.)

  • Documents and reports meter readings for copier fleet

  • Maintains copier fleet database/spreadsheet

  • Assists Marketing with print solutions to distribute globally

Manages conference set-up and service throughout Summit, NJ, including the J Building Conference Center

  • Provides excellent customer service to all Meetings and Conferences

  • Serves as conference center site representative during interactions with all cross functional groups, as required

  • Provides cross site coordination and service for all meetings from small to large scale

  • Coordinates third party vendors and suppliers in relation to furniture, supplies, and conference support

Provides procurement system and budgetary oversight.

  • Resolves all receiving issues with Finance, Accounting and Purchasing

  • Resolves all open Purchase orders in enterprise procurement system

  • Reconciles all received orders and receipts

  • Supports Facilities operating budget within target goals for all contracted services and expenses to ensure costeffective operations

  • Provides guidance to customers on shipping options to minimize unnecessary shipping costs

  • Orders office supplies for Shipping & Receiving, Security and facilities personnel

  • Contributes to the capital and expense forecasting process

  • Monitors and evaluates service contractor performance and provide recommendations

  • Assists with contract management including scope of work, cost assessment, and documentation

  • May participate in process cost savings and improvement initiatives

Manages projects of limited scope and complexity within their functional area.

  • Serves as a Shipping & Receiving site representative during interactions with all cross functional groups, as required

  • Collaborates with Summit Campus Meetings Team, Global Meeting, Travel, Strategic Sourcing and other site's Shipping & Receiving to align processes and procedures

  • Assists with contract management including scope of work, cost assessment, and documentation

  • Works with third party vendors when assigned to maintain a scheduled event

  • Works with Carbon Management to coordinate pick up for all recyclable materials

Provides excellent customer service and support.

  • Acts as a liaison in providing technical or logistics guidance to our site customers and contracted service providers

  • Visits all client sites on regular basis. Interfaces with site customers to ensure all expectations are being met

  • Maintains a positive relationship with all the members of the Facilities department and our site customers while promoting a positive team environment.

  • Routinely coordinates work and customer communications to minimize impact to site operationsMaintains compliance with corporate, safety, security and regulatory policies.

  • Acts as a liaison with EH&S staff to ensure a safe working environment, as required. Ensures all site personnel comply with Health and Safety.

  • Maintains all assigned Corporate, Facilities and EHS training as required

  • Ensures employees training logs are provided and maintained

  • Ensures staff and contracted service providers perform all tasks in a safe manner



Knowledge, Skills & Abilities:

  • High level computer skills in Microsoft Office Suite – Word, Excel, PowerPoint, Visio and Outlook with strong background in database systems. Ability to learn new software, such as enterprise business.

  • Firm knowledge of enterprise business systems such as Oracle or SAP, and firm understanding of purchase requisition submissions and purchase order generation systems.

  • Skilled in Canon Copier Mailing systems

  • Strong written and verbal communication skills. Proficient with writing well-formulated emails and notifications. Ability to effectively communicate with employees, contractors and vendors. Experience with technical writing and document development / generation.

  • Excellent interpersonal skills with experience dealing with a diverse workforce

  • Strong ability to organize assigned tasks in a high paced environment and concurrently monitor tasks / assignments with others that may impact timely completion. Ability to effectively manage multiple tasks and activities simultaneously.

  • Experience in coordinating outside contractors in support of C-TPAT requirements for shipping and receiving operations

  • Familiarity with Injury and Illness Prevention Plans (IIPP), Chemical Hygiene, and Blood Borne Pathogen (BBP) safety protocols

  • Familiarity with FDA / cGXP environments and associated compliance regulations

  • Ability to plan, organize, prioritize and carry out work duties with minimum supervision.


  • Professional /Business Knowledge

  • Problem Solving

  • Team Player / Building Relationships

  • Multi-tasking

  • Customer Focus

  • Attention to Detail

  • Action Oriented

  • Active Listening

Education & Experience:

  • AA / AS degree or acceptable trade certification of experience in combination of education and practical experience

  • Minimum 4 years experience in a Shipping/Receiving environment preferably in the pharmaceutical industry or equivalent work experience.

  • GMP Shipping/Receiving/Warehousing experience highly preferred

  • Current DOT / IATA training certification

  • Current MQC certification in mail quality control via Postal Service

  • Current Hazardous Materials training certification

  • Current forklift certification

Working Conditions:

Physical / Mental Demands:

  • Occasional stooping, bending, stretching , pushing, pulling, reaching and/or lifting up to 50 lbs

  • Ability to sit, stand, walk and move within workspace for extended periods

  • Ability to perform repetitive tasks including hand to finger manipulations, grasping, pushing and pulling.

Celgene is committed to equal opportunity in the terms and conditions of employment for all employees and job applicants without regard to race, color, religion, sex, sexual orientation, age, gender identity or gender expression, national origin, disability or veteran status.

Celgene complies with all applicable national, state and local laws governing nondiscrimination in employment as well as employment eligibility verification requirements of the Immigration and Nationality Act. All applicants must have authorization to work for Celgene in the U.S.

Coordinator, Facilities / Vendor Operations

Location: Summit, NJ, US

Job ID: 17001067