Mailroom & Facility Manager

Patient Advocate Foundation•Hampton, VA

6d•Onsite

About The Position

Patient Advocate Foundation (PAF), a national non-profit, headquartered in Hampton, VA, has been solving insurance and healthcare problems since 1996. Our mission is to actively advocate for patients living with chronic and critical illnesses, resolving the healthcare access and affordability challenges they face through the provision of case management services and financial aid. The Mailroom & Facility Manager is responsible for the overall management and daily operations of the mailroom and facilities functions. This position provides leadership and direct supervision for mailroom staff and ensures the timely and accurate completion of Batch Print (including folding and posting), mail distribution, publication inventory and requests, postage management, supply ordering, outreach support, and other related mailroom functions. The Mailroom & Facility Manager is also responsible for coordinating and overseeing building facility needs, including maintenance, repairs, safety and sanitation, vendor coordination, and communication with appropriate leaders and employees. This role ensures that mailroom and facilities operations are organized, efficient, and compliant with established procedures. The Mailroom & Facility Manager will provide direction, training, and performance feedback to department staff and will serve as a key point of contact for internal departments, and external vendors.

Requirements

Ability to lift or carry up to 40 lbs.
Ability to sit, kneel, reach, stoop, and/or bend.
Assist with special projects when requested.
Attend all PAF-sponsored events if requested.
Perform other duties as assigned.

Nice To Haves

3–5+ years of experience in mailroom, facilities, office operations, logistics, or administrative management, preferred.
Ability to lead and motivate a team while establishing clear expectations and accountability
Strong knowledge of mailroom operations, including incoming/outgoing mail, package handling, shipping, receiving, sorting, distribution, and tracking
Strong organizational skills with the ability to prioritize multiple tasks, deadlines, and competing requests
Ability to identify operational inefficiencies and implement process improvements that increase efficiency and reduce costs.
Ability to work in a fast-paced environment and adapt to changing operational priorities
Ability to occasionally work outside of normal business hours to support building, facilities, or operational needs
Experience coordinating preventive maintenance, repairs, inspections, and building services preferred
Experience supporting office events, meetings, and organizational activities preferred
Ability to establish performance metrics and service standards and monitor results
Strong conflict-resolution skills and the ability to address employee and operational issues professionally
Strong judgment and discretion when handling urgent facilities, safety, security, or operational matters
Ability to partner with senior leadership to assess facilities and operational needs and develop solutions

Responsibilities

Manage, supervise, and provide daily supervision to Mailroom and Facilities staff, ensuring responsibilities are clearly assigned and operational needs are appropriately covered.
Oversee all daily mailroom operations, including receiving, opening, sorting, collecting, routing, preparing, shipping, and tracking incoming and outgoing mail and materials.
Monitor Batch Print and Fold and Mail workflows and provide regular status updates to appropriate leaders regarding production, mailing schedules, volume, and any anticipated delays or operational concerns.
Oversee Case Management Department Patient Pack publication requests and publication requests received through the PAF website.
Oversee monthly publication inventory, including inventory tracking, reporting, database accuracy, supply needs, and distribution of new publications to appropriate staff members.
Ensure publication and mailroom databases, tracking systems, and records are maintained accurately and consistently.
Oversee postage meter management, including monitoring available funds, ensuring the meter remains operational, and coordinating maintenance or service as needed.
Manage and oversee organizational supply needs, including monitoring inventory, placing orders, receiving and storing supplies, and ensuring adequate supplies are available to support daily operations.
Create and/or oversee purchase orders for organizational supplies, equipment, and other large purchases in accordance with established procedures.
Oversee outreach support operations, including preparing, packing, shipping, tracking, and maintaining appropriate records for outreach materials.
Coordinate and oversee the daily post office run and ensure appropriate staff coverage when needed.
Coordinate building facility operations, including maintenance, repairs, equipment servicing, work orders, and other facility-related needs.
Establish and maintain relationships with third-party vendors and service providers for building maintenance, equipment repair, and other facilities-related services.
Submit and track facility and equipment work orders and communicate the status of repairs, maintenance, and other facility needs to appropriate leaders.
Coordinate with building management, landlords, vendors, and service providers regarding facility operations, repairs, maintenance, access, safety, and other building-related matters.
Monitor day-to-day mailroom and facilities operations for compliance with established safety, sanitation, shipping, security, and organizational procedures.
Ensure staff are appropriately trained on mailroom equipment, shipping procedures, safety requirements, and applicable operational processes.
Ensure appropriate staffing and cross-training are maintained to provide coverage for critical mailroom and facilities functions during absences, high-volume periods, and other operational needs.
Coordinate the setup and breakdown of meeting rooms and common areas as needed.
Monitor the condition and functionality of mailroom and facilities equipment and coordinate timely repair, replacement, or servicing when necessary.
Identify operational issues, recommend process improvements, and implement changes designed to improve efficiency, accuracy, service, and workflow.
Maintain appropriate records and documentation related to mailroom operations, inventory, postage, supplies, facilities, vendors, equipment, and other assigned responsibilities.
Communicate operational concerns, staffing needs, facility issues, supply needs, and other relevant information to leadership in a timely manner.
Collaborate with internal departments to understand and coordinate mailroom, publication, printing, shipping, outreach, and facility needs.
Serve as the primary point of contact for mailroom and facilities-related questions, concerns, and requests.
Provide hands-on support and back up for mailroom and facilities functions where needed.
Assist with organizational events and special projects requiring mailroom, shipping, facilities, or logistical support.