Carol Fable
Hamilton,NJ
Summary
Experienced administrative and facilities professional with a proven track record of supporting corporate operations, executive leadership, and workplace management across pharmaceutical, legal, and corporate environments. Skilled in office administration, calendar coordination, expense reporting, and vendor relations, with expertise in facilities oversight, HR collaboration, and event planning. Recognized for building strong relationships, resolving conflicts, and maintaining efficient, compliant, and productive workspaces. Adept at balancing day-to-day operational needs ensuring seamless support for executives, employees, and organizational goals. Holds a Bachelor of Arts in Psychology, bringing strong interpersonal insight to team support and organizational effectiveness.
Overview
13
13
years of professional experience
Work History
Facilities Coordinator
Kyowa Kirin Inc
Princeton, NJ
01.2019 - 01.2026
- Facilities Coordinator with experience implementing office projects, streamlining daily operations, and driving process improvements.
- Managed security and compliance protocols, coordinated procurement and vendor relations, supported onboarding and relocations, administered financial and administrative tasks, and assisted with organizing corporate events and executive meetings.
- Partner with Facilities Manager to implement office projects, oversee daily operations, and drive process improvements that enhance workplace efficiency.
- Security & Compliance Oversight: Serve as first point of contact for employees, guests, and vendors; manage visitor sign-in, badging, and safety protocols while keeping fire and life safety records to ensure regulatory compliance.
- Procurement & Vendor Relations: Coordinate and inventory of supplies, furniture, and equipment; liaise with building management and external vendors to schedule maintenance, renovations, and improvements with minimal disruption.
- Onboarding & Relocation Support: Collaborate with HR and IT to prepare workspaces for new hires; plan and execute interoffice relocations, managing planning and space assignments for smooth transitions.
- Financial & Administrative Management: Administer purchasing and expense reporting through Concur with accurate tracking; provide executive-level administrative support including calendar management, special projects, and recruiting administration such as interview scheduling and candidate communications.
- Event & Meeting Coordination: Assist in organizing corporate events and executive meetings, handling vendor contracts, planning, and on-site coordination to ensure successful execution.
- Streamlined inventory management processes for supplies, improving availability and reducing waste.
- Conducted regular inspections of facilities, identifying areas for improvement and ensuring optimal conditions.
- Trained new staff on facilities operations procedures, fostering a culture of safety and efficiency.
- Oversaw space planning initiatives, enhancing workspace functionality and employee satisfaction.
- Managed vendor relationships, negotiating contracts to optimize service delivery and cost-effectiveness.
- Coordinated facility maintenance schedules to ensure operational efficiency and minimal disruption.
Corporate Receptionist
Optinose
Yardley, PA
01.2019 - 12.2019
- Delivered professional first impressions by welcoming guests and managing visitor sign-in, ensuring smooth arrivals and a positive office experience.
- Directed communications by handling calls, messages, and inquiries, routing them promptly to appropriate departments to maintain efficiency.
- Optimized meeting logistics by overseeing conference room scheduling, setup, and catering through Outlook, supporting seamless executive and team gatherings.
- Resolved facility issues by coordinating service requests with building maintenance and vendor partners, ensuring timely solutions and uninterrupted operations.
- Maintained telecommunications systems (Joan and Envoy) through troubleshooting and functionality oversight, supporting reliable office connectivity.
- Streamlined supply management by ordering and organizing office materials, sustaining availability and workplace cleanliness.
- Supported executive leadership by assisting the VP of Human Resources with scheduling, document preparation, and administrative tasks.
- Facilitated office communication by managing incoming and outgoing mail and packages, ensuring timely distribution and organized correspondence.
- Developed and implemented safety protocols to maintain compliance with regulatory standards.
- Served as point of contact for internal and external customers seeking support and information.
Corporate Receptionist
McLaughlin & Stern
New York, NY
01.2015 - 12.2018
- Managed front desk operations, greeting clients, visitors, and employees with professionalism and courtesy to ensure a welcoming environment.
- Directed phone calls and in-person inquiries to appropriate contacts, streamlining communication across departments.
- Scheduled and organized conference room bookings, enabling smooth execution of internal and client meetings.
- Provided clerical support including document preparation, correspondence, and general office administration.
- Maintained a clean, organized, and professional lobby environment to reinforce firm brand standards.
- Sorted and distributed mail and deliveries promptly, supporting timely staff access to critical materials.
- Enhanced company image by providing a welcoming and professional reception area for clients and visitors.
Human Resources Assistant
Nature Publishing Group
New York, NY
03.2013 - 09.2013
- Supported the VP of Human Resources in managing HR operations for an organization of 400+ employees, ensuring smooth day-to-day administrative functions.
- Maintained and organized I-9 documentation and employee personnel records, ensuring compliance and easy accessibility.
- Handled confidential HR information with discretion, maintaining employee trust and data integrity.
- Improved administrative efficiency by managing filing, printing, faxing, and data entry processes.
- Managed Outlook calendars and scheduling, coordinating meetings and HR department activities.
- Created and posted job descriptions and job postings across HRIS platforms and job boards to attract qualified candidates.
- Sourced and pre-screened candidates, supporting hiring managers in meeting staffing needs across departments.
- Coordinated interview scheduling and candidate communication throughout the recruitment process.
- Prepared new hire orientation packets and personnel files, improving onboarding organization and readiness.
- Assisted with new hire onboarding, ensuring employees received required training materials and documentation.
- Supported career fairs, recruitment events, and HR initiatives to strengthen company visibility and talent pipelines.
- Developed and distributed monthly employee appreciation packets, contributing to employee engagement and recognition programs.
Education
Bachelor of Arts - Psychology
William Paterson University
Wayne, NJ05.2024
Skills
- Administrative assistance
- Human Resource Administration
- Vendor and Supply Management
- Expense Management - Concur
- Compliance and policy enforcement
- Event and meeting coordination
- Scheduling and Calendar - Outlook
- Facilities & Inventory Management
Timeline
Facilities Coordinator
Kyowa Kirin Inc
01.2019 - 01.2026
Corporate Receptionist
Optinose
01.2019 - 12.2019
Corporate Receptionist
McLaughlin & Stern
01.2015 - 12.2018
Human Resources Assistant
Nature Publishing Group
03.2013 - 09.2013
Bachelor of Arts - Psychology
William Paterson University
Community Leadership
- Annual Angel Tree Drive, Trenton, NJ, Partnered with local Salvation Army, and collected over 100+ gifts for families during the holiday season.
- Back to School Drive, Trenton, NJ, Organized and collected school supplies for local backpack drive, helping to support 1K+ families each year.