Mailroom and Facilities Coordinator

Seabreeze Management Company Inc•Aliso Viejo, CA

3d•Onsite

About The Position

The Mailroom and Facilities Coordinator is responsible for maintaining an organized and functional mailroom and office facility. This role involves managing relationships with customers, vendors, and service providers, anticipating and troubleshooting facility or mailroom issues, and ensuring compliance with company policies and procedures. The position demands strong organizational skills, the ability to prioritize tasks, and effective communication with various stakeholders. Attention to detail is crucial for compliance and client deliverables. This position reports directly to the Facility Manager.

Requirements

Knowledge of postage and copier equipment.
Print production and mailroom knowledge.
Ability to define problems, collect relevant data, establish facts, and draw valid conclusions.
Detail-oriented with the ability to manage tasks effectively and ensure no critical elements are overlooked.
Effective time management skills with the ability to prioritize tasks without sacrificing quality.
1-2 years of experience working in a corporate office environment.
High School Diploma or equivalent.
Strong written communication skills.
Ability to communicate effectively with employees and clients at all levels of the organization, both orally and in writing.
Availability for regular business hours (8am-5pm) and overtime as necessary.

Responsibilities

Process incoming and outgoing mail efficiently, including delivering packages, weighing mail, and affixing postage.
Operate and maintain mailroom equipment such as postage machines, label and folding machines, and multi-functional devices.
Prepare volume mailings by finalizing documents and address lists for a 3rd party print vendor, tracking completion, and communicating status.
Process documents, including scanning, copying, folding, stuffing, labeling, and posting.
Train internal customers on the basic use of office equipment.
Support internal revenue capture through software and manual tracking.
Perform daily inspections of the office, including travel to other offices as requested, to ensure vendor expectations are met and to report concerns.
Clear and clean empty desks, and conduct daily inspections of conference rooms and other common areas.
Inspect furniture, replace and remove broken chairs and file cabinets, and assemble new furniture.
Perform regular maintenance and cleaning of refrigerators, freezers, and other breakroom equipment.
Inventory and stock breakroom supplies, organizing and cleaning as needed to maintain sanitary conditions.
Set up and tear down tables and chairs for special events at the corporate office.
Work with janitorial, security, office supply, and maintenance vendors, checking common areas including restrooms, and reporting issues like leaks.
Occasionally change light bulbs.
Remove trash to the dumpster and clean up overflow items in the dumpster area.
Manage inventory and restock of office keys, working with a locksmith.
Handle office moves, including disconnecting and reconnecting computers and monitors.
Inventory and stock office First Aid kits.
Move client storage boxes received from vendors.
Adhere to office safety and security procedures.
Adhere to facility policies, procedures, and guidelines.
Perform other mailroom and facility duties as assigned.