Job Description
Job Description
JOB SUMMARY :
The Facilities & Mailroom Operations Manager will oversee the daily operations of AFA facilities, ensuring a safe, efficient, and welcoming environment for staff, volunteers, and visitors. This role will also include managing the copier fleet management services, mailroom operations, and ensuring the timely and accurate processing of incoming and outgoing mail and packages. Oversite and the coordination of building services and facilities, i.e., events set-up., The ideal candidate will have a strong background in facilities management, excellent organizational skills, and experience in mailroom operations, particularly within a nonprofit setting. This work requires the manager to be on-site for daily operations; this is not a hybrid position.
Essential Functions :
Facilities Management : 30%
- Oversee the maintenance, security, and cleanliness of the organization’s facilities
- Serve as the primary point of contact for facilities-related inquiries and janitorial issues
- Coordinate repairs and maintenance with external vendors and contractors
- Assist in the designation of space allocation and office layout to optimize workflow and productivity
- Conduct regular inspections of the facilities to ensure the workspace is ready for daily operations, including safety, cleanliness, café, and meeting rooms, and identify and address any issues
- Responsible for the set-up and breakdown of meeting spaces for AFA events.
- Identify opportunities for reducing waste and improving energy efficiency
- Collaborate with the supervisor to create and implement facility policies and procedures to ensure compliance with safety regulations
- Foster a positive and collaborative work environment
Mailroom Operations : 30%
Manage all aspects of mailroom operations, including sorting, distributing, and processing incoming and outgoing mail and packagesSchedules and prioritizes mailroom services, including pick-ups, deliveries, and processing of interdepartmental and external (U.S., international) mail, parcels, and other materialsOperates mailroom machinery, including postage metering and document insertion equipment; performs basic maintenance as neededCoordinates copy center and printer / copier maintenance with AFA- designated vendor(s), POC for requested services as needed, and maintains accurate service recordsMaintains and develops records for billing, inventory, mailing, and parcel shippingOrders materials and supplies needed for the mail center and maintains par levels, i.e., printer copier consumables, toner, paper, etc.Develops and maintains relationships with vendors, departmental customers, and related individualsOversees and maintains the mail center budget in collaboration with the supervisorEnsure timely delivery of mail and packages to staff and departmentsBuilding Services : 20%
Ensures assigned facilities and equipment are ready for regular business and special events.Inspects and performs maintenance on assigned equipment and facilitiesMaintains the inventory, storage, and distribution of equipmentBudget Management : 10%
Assist in the development and management of the facilities and mailroom budgetMonitor expenses and identify cost-saving opportunitiesMaintain accurate records of mailroom activities and inventory of suppliesImplement best practices for mailroom efficiency and cost-effectivenessTrain and supervise mailroom volunteers and substitutesOther Duties Assigned : 10%
Performs other related duties as assignedEducation and Experience Required :
Associate degree or a minimum of 3-5 years of related experience in mailroom operations with a focus on facilities managementEducation and Experience Preferred :
Experience working in a nonprofit organization is highly desirableStrong organizational and multitasking skillsExcellent communication and interpersonal skillsProficient in Microsoft Office Suite and facilities management softwareKnowledge of safety regulations and best practices in facilities managementDepartment Core Competencies :
Technical SkillsInterpersonal SkillsProblem-SolvingKnowledge, Skills, and Abilities Required :
Thorough understanding of U.S. postal regulationsBasic understanding of or ability to quickly learn the equipment and facilities to be maintainedAbility to maintain basic records and warrantiesAbility to understand written directions in manuals and on manufacturer websitesProficient with Microsoft Office Suite or related software to complete and maintain recordsExcellent organizational skills and attention to detailExcellent written and verbal communication skillsExcellent time management skills with a proven ability to meet deadlinesWORKING CONDITIONS :
Works out of the Air & Space Forces Association’s headquarters in Arlington, VA.Office hours are 7 : 30 a.m. to 4 : 30 p.m., Monday to Friday, subject to modification based on the needs of the business.Routinely uses standard office equipment such as computers, phones, copiers, filing cabinets, and fax machines.
