Office Services & Mailroom Coordinator

J.Jill•Quincy, MA

6d•$21 - $30•Onsite

About The Position

The Office Services & Mailroom Coordinator supports daily corporate office operations and helps create a safe, efficient, organized, and welcoming workplace for employees and visitors. The role oversees mail and shipping operations, office services, workplace organization, conference and event support, inventory management, vendor coordination, and general facilities support. The ideal candidate is highly organized, customer-service oriented, proactive, and able to manage multiple priorities in a fast-paced corporate environment. The position serves as the primary contact for daily office services requests; keeps shared spaces presentation-ready; coordinates meeting and event room setups; assists with office moves and workstation setups; manages incoming and outgoing mail and shipments; maintains shipping records and supplies; supports kitchens, cafés, break rooms, recycling, and waste disposal; tracks office and facility supplies; coordinates routine vendor visits and facilities work orders; and supports workplace safety and special projects. The role also creates and issues office badges for new associates. The position is based in a corporate office environment and involves frequent interaction with employees, executives, visitors, vendors, and contractors, as well as regular movement throughout the facility. Occasional overtime or schedule flexibility may be required 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, and departmental relocations.
Maintain employee office signage for staffing changes.
Manage incoming and outgoing mail, packages, and courier deliveries.
Receive, sort, and distribute 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, break rooms, and common areas; keep them free of clutter and aligned with workplace standards.
Manage recycling stations, toner cartridge recycling, and disposal of cardboard and office waste.
Assist with event breakdown and restore 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 completion.
Support workplace safety initiatives by identifying and reporting hazards, keeping emergency exits and common pathways clear, maintaining first aid supplies, and coordinating replenishment.
Promote compliance with company 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 long-term and short-term disability coverage.
Generous paid time off.
Office amenities including a 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.