Mailroom and Facilities Coordinator

Introduction:

Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 90,000 residential and commercial properties. Based in Aliso Viejo, California, Seabreeze has offered an unrivaled client experience to commercial common-interest developments and homeowners’ associations for over 30 years. With offices throughout California and Nevada, Seabreeze has expanded its mission to be a trusted advisor and collaborative partner with developments to build thriving associations through superior service and integrity.

At Seabreeze, people are at the heart of what we do. Our philosophy, “Passion when combined with commitment, makes anyone unstoppable” is carried out by enthusiastic and customer-centric teams who serve the communities where we work and live.

Summary:

The Mailroom and Facilities Coordinator is responsible for maintaining an organized and functional mailroom. Compliance with company policies and procedures is essential. Managing relationships with customers, vendors and service providers is a key responsibility. The Coordinator must anticipate and troubleshoot facility or mailroom issues as they arise. This position involves essential functions in both the mailroom and office facility. Organizational skills and ability to prioritize are necessary for maintaining the department’s functionality. Effective communication with various stakeholders is a vital part of this role. This includes active listening to inquiries and feedback to understand needs and expectations. Problem-solving skills are needed to address unexpected challenges. This position demands attention to detail for compliance purposes and in support of client deliverables. This position reports directly to the Facility Manager.

Essential Duties and Responsibilities:

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mailroom Key Duties:

• Process incoming and outgoing mail efficiently – delivering packages, weighing mail and affixing postage either by hand or with a meter with occasional driving to drop off or pick up mail at local USPS or courier.
• Use of mailroom equipment including postage machine, label and folding machine, as well as various multi-functional devices, partnering with vendors on service concerns or jams.
• Prepare volume mailings by finalizing documents and address lists to be submitted to a 3rd party print vendor, tracking completion and communicating in a timely manner.
• Process documents (including scanning, copying, folding, stuffing, labeling and posting).
• Train internal customers on basic use of office equipment as needed.
• Support internal revenue capture via diligent use of software and manual tracking.
• Other mailroom duties as assigned.

Facilities Key Duties:

• Perform daily inspections of the office, including travel to other offices as requested for the purpose of ensuring vendors are meeting expectations, reporting concerns.
• Clearing and cleaning empty desks, daily inspection of conference rooms and other common areas,
• Inspection of furniture, replacing and removing broken chairs, file cabinets with assembly of same.
• Regular maintenance and cleaning of refrigerators/freezers and other breakroom equipment.
• Inventory and stocking of breakroom supplies, organizing and cleaning as needed to keep areas sanitary.
• Set up and tear down of tables/chairs in support of special events at the corporate office.
• Work with janitorial, security, office supply and maintenance vendors, checking common areas including restrooms, to report leaks, occasionally changing light bulbs.
• Removal of trash to dumpster and cleanup of overflow items in dumpster area.
• Inventory and restock of office keys, working with locksmith.
• Office moves from one desk to another including disconnect/reconnect of computers, monitors, etc.
• Inventory and stocking of office First Aid kits
• Movement of client storage boxes when received from vendors such as Iron Mtn, etc.
• Adherence to office safety and security procedures.
• Adherence to facility policies, procedures and guidelines.
• Other facility duties as assigned.

Knowledge, Skills and Experience:

• Knowledge of postage and copier equipment required.
• Print production and mailroom knowledge required.
• Must have the ability to define problems, collect relevant data, establish facts, and draw valid conclusions.
• Must be detail-oriented, managing tasks effectively while ensuring that no critical elements are overlooked.
• Must have effective time management skills with ability to prioritize tasks without sacrificing quality.
• 1-2 years of experience working in a corporate office environment.

Minimum Education:

High School Diploma or equivalent.

Language Skills:

The individual must have strong written communication skills, and the ability to communicate effectively with employees and clients at all levels of the organization, both orally and in writing.

Availability:

Regular business hours plus overtime as necessary.

Work Environment:

The work environment is a typical office building.

Seabreeze is proud to be an Equal Opportunity Employer that celebrates the diversity of our team. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other legally protected status. For individuals with disabilities who would like to request an accommodation such as an ASL interpreter, please contact Vy Nguyen at (949) 334-8166.