Facilities & Supplies Specialist

Florida Cancer Specialists•Nine Mile, FL

About The Position

The Facilities & Supplies Specialist supports daily facility operations by receiving, processing, sorting, tracking, and distributing mail, packages, freight, supplies, and vendor deliveries. The role 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 also handles mail and shipment preparation, delivery coordination, toner monitoring, and upkeep of receiving and storage areas. Additional duties include issuing badges, monitoring designated entrances and security cameras, relaying emergency communications, coordinating visitor check-in, assisting with vending machine refunds, and providing other clerical or front-office support as assigned. Employees are expected to follow applicable policies, safety procedures, confidentiality expectations, and purchasing and receiving processes.

Requirements

High school diploma.
At least one year of customer service experience, including interpersonal communication, active listening, problem-solving, and discretion.
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.
Solid time-management skills and the ability to prioritize multiple tasks.
Strong interpersonal skills and effective verbal communication.
Excellent communication skills and empathy.
Quick thinking and problem-solving skills 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.
Professional and respectful conduct and compliance with labor laws, workplace policies, and workplace practices.
Successful completion of required background and drug screening; new hires must receive required vaccinations unless an exemption is approved.

Responsibilities

Receive, document, sort, and distribute mail, packages, freight, office and clinical supplies, food deliveries, and vendor shipments.
Process outgoing mail and shipments, including metering mail and preparing FedEx, UPS, and USPS shipments using online shipping tools.
Perform scheduled mail pickups and deliveries throughout the facility and route incoming and outgoing 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 verify packages and supplies are properly received, routed, and available.
Monitor printer and scanner toner levels at 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 building access procedures.
Monitor designated entrances using the building security camera system, verify visitors before entry, and support access control procedures.
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 assigned clerical or front-office support duties.
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.