Facilities Associate, Mail Services

Ford Foundation•New York, NY

21d•$80,000 - $80,000•Hybrid

About The Position

The Ford Foundation’s Facilities Management Department seeks a Facilities Associate for Mail Services. The Facilities Associate will optimize the experience of over 300+ employees and tenants in the NY Office, as well as colleagues across the foundation’s ten regional offices. As the ideal candidate, you will manage daily mail services, printing support, and workplace copy center operations, including all incoming and outgoing mail and shipments, mailroom security, billing, and vendor relations. Additionally, you will support the greater hospitality services team in workplace and event operations. In this vital role, you will ensure a safe, efficient, and cost-effective mail and office supply services in support of the foundation’s mission.

Requirements

1-2 years of relevant work experience and demonstrated knowledge and ability to perform all facets of Mail Center operations
Ability to work effectively with all levels of Foundation staff, vendors, and other external parties
Dependable, with excellent interpersonal skills
Excellent written and oral communication skills
Customer service-oriented with strong attention to detail
A team player who is resourceful and proactive
Proficient in Google Office Suite and other Foundation required platforms
Ways of working and engaging that align with the Foundation’s mission, core values, and commitment to creating a culture of excellence

Responsibilities

Manage daily mailroom operations, including the processing (scanning, sorting, preparation, and shipping) of all incoming and outgoing domestic, international, and overseas air pouch mail/packages, handling specialized mail for the President's office, processing courier invoices (FedEx, UPS, DHL, etc.), managing the mailroom supplies inventory and assisting with bulk and specialized print requests
Manage all workplace copy centers by maintaining inventory, ordering and stocking supplies, and ensuring all equipment is operational, including coordinating toner replacement and service requests
Act as the primary point of contact for all mail and supply-related requests and questions from staff
Maintain relationships and communication with mail service and office supply vendors
Liaise with Regional Operations Directors on overseas shipping needs and package tracking
Identify and implement strategies to streamline operations and reduce costs
Maintain operational excellence by integrating industry best practices for mailroom security and operations and providing training to the Facilities team on all related mail and copy center systems
Support key Facilities Management functions as needed, including coverage for hospitality, pantry stocking, event logistics (setup/breakdown), responding to staff service requests, and assisting the Sr. Manager of Hospitality Services with special mail and facilities projects

Benefits

Commitment to creating a culture where everyone feels respected
A hybrid working model and flexible work arrangement policies offer colleagues the opportunity to engage in meaningful ways and the space to maintain a healthy work-life balance
Professional development and ample opportunities to build your expertise and expand your network
Comprehensive benefits package designed for your well-being and work-life needs, including medical, dental, and vision benefits effective on your first day
Generous time off, including personal, vacation, sick, extended holiday time off, and wellness days
Generous parental leave policy, including birth, surrogacy, adoptive, foster parents, and resources for backup child and elder care that support our colleagues’ ability to attend to family responsibilities
Comprehensive retirement benefits options (with employee and employer contributions of up to 13%), allowing you to invest in your financial future with confidence

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