Job Description

This position will be a part of our evolving and growing Facilities Department at our Corporate Headquarters. In this role you will assist the department with administrative duties while managing the mailroom / shipping and receiving. You will assist in the day-to-day operations while providing support in customer service, technical support, maintenance, operations, and finance. Excellent attention to detail and organizational skills are required.

ESSENTIAL DUTIES & RESPONSIBILITIES

Responsible for managing the mailroom, its functionality and organization

Manage & log all incoming shipments in our software to track, notify employees, ensure signatures and desired delivery is coordinated

Assist in preparation of outgoing shipments, packaging and preparing labels

Retrieve and sort all USPS mail, log any trackable deliveries in software

Manage the FedEx accounts (multiple accounts) and IT’s user permissions

Order any supplies needed for shipping, including FedEx and USPS

Collaborate with the logistics department on international shipments to ensure proper documentation (i.e., custom forms)

Oversee office supply ordering and inventory maintenance, submits replenishment orders via vendor websites or Coupa system, ensure we are adequately stocked and maintained

Complete periodic checks at all print/copy areas, check supplies, re-stock as necessary

Assist our regional offices in coordination with office and facility related vendors and other issues that may arise. Work closely with office staff and support as needed

Coordinate document destruction service and document storage

Oversee break rooms and vending services, contact vendors as needed, and ensure break rooms are adequately stocked and properly working

Monitor, dispatch and execute request from the departments work order system, email accounts and other department related software’s

Assist with scheduling and manage minor repairs, maintenance, and other work requests through completion

Prepare clear and comprehensive reports detailing the actions conducted to close work orders and facilities projects

Communicate and coordinate with Property Management any facilities issues. Submit work orders and follow up to ensure completion.

Conduct periodic walkthroughs, identify opportunities for improved operation and service excellence, make recommendations to ensure our Facility is kept to the high standard that has been set.

Assist with building security and providing access to visitors and deliveries

Ensure only proper personnel has access and manage any facility vendors during their visits

Establish and maintain positive relationships, and act as a liaison with peers, management teams, employees, and internal/external customers and other Organizations within our company

Strict adherence to the departments policies and procedures, following such procedures and ensuring we are within our guidelines

Support the department and perform other such duties as may be required

Education and/or Experience: Associates degree preferred and/or 1-3 years of related experience and/or training; or equivalent combination of education and experience.

Computer Skills: Proficient in Microsoft Office (Word, Excel, PowerPoint) A base understanding of Audio/Visual systems and components or other technology commonly used in office environments.

Regularly required to sit, talk and/or hear. Occasionally lift and/or move up to 70 pounds. The noise level in the work environment is usually quiet.