Facility & Mailroom Coordinator

JLL•Lexington, KY

13d•Onsite

About The Position

The Facility Coordinator/Mailroom position provides essential operational support for daily facility functions. This role combines facility coordination duties with hands-on mail services, ensuring smooth operations for both building services and communications logistics.

Requirements

Minimum 2-3 years of experience in mailroom operations, facility coordination, or administrative support
Demonstrated experience with USPS regulations and mail processing procedures
Experience handling confidential financial documents preferred
Strong organizational skills with excellent attention to detail
Ability to manage multiple tasks and priorities simultaneously
Proficient computer skills including Microsoft Office Suite (Word, Excel, Outlook)
Experience with postage meters and mail processing equipment
Basic understanding of office equipment setup and operation
Excellent customer service and interpersonal communication skills
High degree of integrity and discretion when handling confidential materials
Reliable and punctual with strong work ethic
Proactive problem-solver with ability to work independently
Professional demeanor and appearance
Flexible and adaptable to changing priorities and schedules
Ability to lift and move packages and materials up to 40 pounds
Capacity to push mail carts and move furniture for meeting setups
Standing and walking for extended periods throughout the day
Ability to bend, reach, and work at various heights when setting up meetings
Candidates must be authorized to work in the United States without sponsorship.

Nice To Haves

Experience in a corporate or professional office environment
Familiarity with offsite storage vendor systems and procedures
Knowledge of audio-visual equipment setup and troubleshooting

Responsibilities

General Facility Support: Respond to routine facility service requests from occupants, Coordinate with building maintenance and engineering teams as needed, Monitor and order office supplies and facility materials, Assist with space planning and minor moves when required, Support special projects and facility initiatives.
Mailroom Operations: Process incoming and outgoing mail through United States Postal Service (USPS), Sort, distribute, and deliver mail to appropriate departments and personnel, Prepare outgoing mail including metering, weighing, and proper postage application, Coordinate courier and overnight shipping services as needed, Maintain accurate records of mail processing and shipping activities, Manage mailroom supplies and equipment maintenance.
Finance Support: Print checks for the Finance department according to established procedures and schedules, Prepare checks for mailing with proper security protocols, Coordinate check distribution and delivery to appropriate recipients, Maintain confidentiality and security of all financial documents, Track and document all check processing activities.
Records Management: Process requests for files and documents from offsite storage facilities, Coordinate retrieval and return of archived materials, Track all offsite storage requests and maintain accurate logs, Ensure proper documentation for all file movements, Work with records management vendors to fulfill requests efficiently.