Workplace Experience Coordinator

M3 Insurance•Madison, WI

14h•Hybrid

About The Position

The Workplace Experience Coordinator is the heartbeat of M3's mailroom operations and more. This role owns the full lifecycle of mail processing, from scanning and routing incoming paper mail to managing electronic mail through carrier portals. Beyond the mailroom, this position also supports the day-to-day operations of the offices, helping create a workplace where team members can do their best work. This role is ideal for someone who is detail-oriented, service-minded, and ready to make a real impact.

Requirements

Associate's degree or equivalent combination of education and experience required.
Minimum of 3–5 years of administrative, clerical, or mailroom experience.
Strong organizational skills with the ability to manage multiple priorities efficiently.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
Comfort working in a hands-on, physical role — including sorting, lifting, and moving mail and packages.
Valid driver's license and compliance with M3's motor vehicle safety policy.
Ability to work on-site during office hours of 8:00 AM – 4:30 PM, Monday–Friday.
Ability to lift up to 25 pounds and travel to regional offices for day trips as needed (less than 5% of time).

Responsibilities

Serve as the primary owner of all mailroom operations, ensuring mail is processed and packages are routed accurately and efficiently across office locations.
Download and manage electronic mail from carrier portals, and actively work to automate the electronic mail process with Carrier partners and IVANs.
Identify and implement process improvements to reduce time spent on mail handling and increase overall efficiency.
Manage and maintain supply inventory, including evaluating suppliers and products on an annual basis to ensure cost-effectiveness.
Triage day-to-day building and maintenance requests, ensuring a high level of service for all internal customers.
Support travel coordination efforts, including working with hotels, Enterprise, Concur, and Fox Travel to ensure smooth employee travel experiences.
Assist with fleet vehicle maintenance tracking and employee support as needed.
Help build a workplace culture that attracts and retains talent through exceptional internal experiences.
Assist with setup for internal and external meetings and events as directed.