Office Services & Mailroom Coordinator

J. Jill • Quincy, MA

5d • Onsite

About The Position

The Office Services & Workplace Coordinator supports daily corporate office operations and delivers an exceptional workplace experience. The role oversees mail and shipping, office services, workplace organization, meeting and event support, inventory, vendor coordination, and general facilities support to help maintain a safe, efficient, and welcoming environment for employees and visitors. The ideal candidate is organized, customer-service oriented, proactive, and able to manage multiple priorities in a fast-paced corporate setting.

The position serves as the primary contact for daily office-services requests; maintains shared spaces; coordinates meeting-room setups, minor office moves, and signage; and manages incoming and outgoing mail, shipments, records, and shipping-supply inventory. It also supports kitchen and breakroom operations, recycling and waste management, vendor visits, facilities work orders, safety initiatives, office badges, store mailings, and Facilities team projects.

The role is based in a corporate office and involves frequent movement throughout the facility and interaction with employees, executives, visitors, vendors, and contractors. Occasional overtime or schedule flexibility may be needed to support meetings, events, or business needs.

Requirements

• High school diploma or equivalent required.
• 3–5 years of experience in Office Services, Workplace Services, Facilities, Hospitality, Corporate Administration, or a related environment.
• Outstanding customer-service and interpersonal skills.
• Strong verbal and written communication skills.
• Excellent organizational and time-management abilities.
• Ability to prioritize multiple assignments in a fast-paced environment.
• Strong attention to detail and follow-through.
• Ability to work independently with minimal supervision.
• Proficiency with Microsoft Office 365, including Outlook, Word, Excel, and Teams.
• Basic knowledge of office equipment, shipping software, and workplace technology.
• Demonstrated problem-solving skills and sound judgment.
• Professional demeanor and ability to interact effectively with employees, executives, vendors, and visitors.
• Ability to lift and carry up to 50 pounds.
• Ability to stand, walk, bend, reach, push, and pull throughout the workday.
• Ability to transport office supplies, packages, furniture, and event equipment.
• Ability to move frequently throughout multiple office floors.

Nice To Haves

• Associate degree or additional coursework in Business Administration, Facilities Management, Hospitality, or a related field.
• Experience with shipping systems such as FedEx Ship Manager and UPS WorldShip.
• Experience supporting a corporate headquarters environment.

Responsibilities

• Serve as the primary point of contact for daily office-services requests.
• Keep conference rooms, collaboration spaces, reception areas, kitchens, and other shared spaces maintained and presentation-ready.
• Coordinate room setups for meetings, executive presentations, training sessions, and company events.
• Assist with minor employee office moves, workstation setups, departmental relocations, and office signage updates.
• Manage incoming and outgoing mail, packages, and courier deliveries, including receiving, sorting, and distributing USPS, FedEx, UPS, and interoffice mail.
• Process outgoing shipments using corporate shipping systems; track shipments and assist employees with shipping requests and package inquiries.
• Coordinate monthly store mail packs, maintain accurate shipping records, and complete daily shipping-system reconciliation.
• Maintain adequate shipping-supply inventory and coordinate replenishment.
• Maintain kitchens, cafés, breakrooms, and common areas, including keeping spaces uncluttered and compliant with workplace standards.
• Manage recycling stations, toner-cartridge recycling, and disposal of cardboard and office waste.
• Assist with event breakdown and restoration of meeting spaces.
• Maintain inventory of office supplies, copier paper, shipping supplies, kitchen and breakroom supplies, and janitorial consumables.
• Coordinate routine service visits for office support vendors, including coffee service, water delivery, shredding, recycling, and other workplace services.
• Inspect common areas for maintenance or safety concerns; submit landlord facilities work orders and monitor their completion.
• Support workplace safety initiatives by identifying and reporting hazards, keeping exits and pathways clear, maintaining first aid supplies, and promoting compliance with workplace standards and safety procedures.
• Assist the Facilities team with special projects and corporate initiatives.
• Support Retail Operations with store mailings and special distribution projects.
• Create and issue office badges for new associates.
• Perform other duties as assigned.

Benefits

• 401(k) retirement plan with discretionary match.
• Tuition reimbursement.
• Medical, dental, and vision coverage.
• Company-paid LTD/STD.
• Generous paid time off.
• Office café, fitness center, free parking, and Red Line shuttle.
• Associate discount.
• Group discounts on auto, pet, and homeowner insurance.
• Discount Marketplace for travel, consumer products, food, auto buying, and other offerings.
• Associate resource groups.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED