Office & Supply Coordinator

Company Overview:

Founded in 1929, Heinen’s is a premier grocery store chain noted for its quality products and outstanding customer service. Heinen’s has now welcomed the fourth generation of owners into the company, which operates 23 stores (19 in Cleveland, Ohio and 4 in Chicago, Illinois), two distribution warehouses, one food production plant, and a corporate office (all located in Warrensville Heights, Ohio). Culturally, we are an associate-first company that emphasizes quality of life for every associate within the organization. We offer this through a competitive compensation package, professional development and leadership opportunities, paid time off, and balanced work schedules.

Summary:

The Office & Supply Coordinator role is multifaceted, providing support across the mailroom, store fulfillment, procurement/supply ordering and facilities maintenance. It requires the ability to manage time effectively across all areas of responsibility while maintaining daily functions.

Responsibilities:

Mail Room

• Sorts and distributes all U.S. Mail daily to appropriate interoffice mailboxes. Manages removal and set-up of associate mailboxes.
• Wraps, seals, weighs, affixes postage and dispatches all outgoing mail/packages in accordance with postal regulations.
• Delivers mail/packages to the two distribution warehouses and food production plant once per week using the company vehicle.
• Monitors cleanliness and service maintenance of the company vehicle as instructed by the transportation lead.
• Serves as contact for all vendors (including UPS, USPS, and FedEx). Assists with package reception and delivery, as well as machine maintenance. Notifies intended recipients in a timely manner.
• Occasionally assists with special request pick-ups or deliveries to Heinen’s warehouses.

Store Supply Support

• Orders business cards for all locations as requested.
• Fulfills store parcel pick up number orders, maintains inventory and orders from vendor.
• Fulfills Heinen’s onboarding and user guide orders with appropriate personnel.
• Fulfills main office small wares supply orders monthly and updates inventory levels.
• Manages return process for Heinen’s apparel. Logs reason(s) for return and coordinates vendor credits.
• Partners with Marketing (as directed) to coordinate store signage orders (signs, buttons, etc.) weekly (as requested).

Main Office Supply, Procurement, AP and CRM Support

• Manages ordering, storage, and inventory control of office supplies.
• Maintains toner and paper stock for all three (3) copy machines - ordering as needed.
• Collects Heinen’s apparel and badge orders for main office associates, coordinating as needed.
• Maintains water cooler stock levels and coordinates order/pick up from warehouse when replenishment as needed.
• Keeps associate breakroom supplied with coffee, cleaning, and paper supplies.
• Scans invoices and codes entries as directed by AP weekly.

CRM Data entry and validation tasks to support product and customer data health initiatives as needed.

• Procures items from suppliers as directed by the procurement team.

Main Office Facilities Maintenance Support

Maintains safe entrance conditions monitoring wrinkled rugs, trip hazards, or debris. During winter months, monitor conditions of lot and sidewalks, notify LL property manager (ORG) of any concerns.

May be required to do minor shoveling and salting of entrances. Removes and installs mats as needed.

• Maintains associate restroom supplies (towels, toilet tissue, and soap). Occasionally spot checks inventory levels throughout the day and replenishes items as needed.
• Handles spill cleanups and special cleaning projects.
• Monitors all recycling areas and accompanies shredding vendor pick-ups bi-weekly.

Ensures all storage areas and mechanical rooms are organized and safe. Observe and report any unsafe conditions.

Serves as point of contact for special event setups (tables, chairs, grills, receiving or picking up food/supplies, etc)

Monitors internal meeting calendar and handles conference room set up for large company meetings.

Qualifications / Requirements:

• Physical activity required including bending, reaching, lifting and prolonged periods of sitting or standing. May lift and/or move up to 50 lbs.
• At least one (1) year of experience working in a receiving position, with mailroom experience preferred.
• Strong time management and organizational skills.
• Basic PC Skills (Outlook, Excel, and Word).
• Superior attention to detail and the ability to work with minimal supervision.
• Able to communicate and manage relationships with associates and leaders across the company.
• Strong critical thinking skills and an exceptional focus on the assets of the company.

Heinen’s, Inc. provides equal employment opportunity to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, veteran status, or any other characteristic protected by federal, state, or local law.