Facilities & Supplies Specialist

Florida Cancer Specialists & Research Institute•Pensacola, FL

About The Position

The Facilities & Supplies Specialist supports daily operations by receiving, processing, sorting, tracking, and distributing mail, packages, freight, supplies, and vendor deliveries. The role also assists with purchasing-related receiving activities, maintains organized mailroom and delivery workflows, supports building access procedures, and provides responsive service to departments, employees, vendors, visitors, and delivery personnel. The position handles incoming and outgoing shipments and deliveries, coordinates with Procurement and internal departments, monitors printer and scanner toner, and keeps mailroom, receiving, storage, and delivery areas safe and organized. It also supports building access and safety by issuing badges, monitoring entrances and cameras, verifying visitors, relaying emergency information, and assisting with emergency response coordination as directed. Additional duties include coordinating check-in for visitors and vendors, assisting with vending refunds, and performing other clerical or front-office tasks as assigned. Employees are expected to follow applicable policies, safety procedures, confidentiality expectations, and purchasing and receiving processes. FCS expects employees to act professionally and respectfully and to comply with workplace policies and practices. Employment offers are contingent on background screening; new hires are subject to drug testing and required vaccinations, barring an approved exemption.

Requirements

High school diploma or equivalent.
At least one year of customer service experience.
At least one year of experience communicating with service employees, vendors, visitors, and delivery personnel.
At least one year of experience with basic computer skills, email systems, online shipping systems, purchasing or receiving systems, and standard office applications.
At least one year of experience managing multiple priorities, interruptions, and time-sensitive requests in a busy office and facility environment.
Exceptional interpersonal communication, active listening, problem-solving, and discretion.
Solid time management and the ability to prioritize multiple tasks.
Strong interpersonal skills and effective verbal communication.
Excellent communication skills and empathy.
Ability to think quickly and solve problems under pressure.
Knowledge of HIPAA regulations.
Ability to stand, walk, bend, reach, push, pull, and move throughout the facility during the workday.
Ability to view computer screens, printer supply dashboards, access points, and security camera monitors.

Responsibilities

Receive, document, sort, and distribute incoming mail, packages, freight, office and clinical supplies, food deliveries, and other vendor shipments.
Process outgoing mail and shipments, including metering daily mail and preparing FedEx, UPS, and USPS shipments using online shipping tools.
Perform scheduled mail pickup and delivery throughout the facility and route items promptly.
Receive and coordinate distribution of overnight, ground, freight, palletized, refrigerated, cooler, and other time-sensitive deliveries.
Coordinate with Procurement and internal departments to confirm that packages and supplies are properly received, routed, and available.
Monitor printer and scanner toner levels across assigned locations and install toner as needed.
Maintain safe, clean, and organized mailroom, receiving, storage, and delivery areas.
Issue badges for new employees and visitors and support assigned building access procedures.
Monitor designated building entrances using the building security camera system and verify visitors prior to entry.
Monitor emergency phone communications, relay emergency information by radio to designated areas, and assist with emergency response coordination as directed.
Monitor security and parking lot cameras to support building safety, emergency vehicle access, and approved parking procedures.
Coordinate check-in for drug representatives, business visitors, and food vendors providing approved department lunches or related services.
Assist with vending machine refund requests and other clerical or front-office support duties as assigned.
Communicate professionally with employees, vendors, visitors, delivery drivers, and department contacts.
Follow applicable policies, safety procedures, confidentiality expectations, and purchasing and receiving processes.
Perform additional tasks as needed to support the team and FCS.