Facility Coordinator/Mail Room Clerk

U.S. Facilities, Inc., an integrated facility management company, is seeking a Facility Coordinator/Mailroom Clerk to provide a single point of contact for all building customers and act as their liaison to other service providers. This position combines responsibility for coordinating facility maintenance with overseeing daily mailroom and shipping/receiving operations.

The Facility Coordinator/Mailroom Clerk plans, directs, coordinates, and supports facility maintenance activities to ensure proper safety, sanitation, and mechanical functions for the facility (including grounds, facility, and facility systems), while also managing the timely, accurate handling of incoming and outgoing mail and packages.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Facilities Maintenance Coordination

• Coordinate all maintenance work to properly maintain facilities and grounds.
• Evaluate maintenance requests, set priorities, and process work assignments.
• Establish and maintain a reliable network of outside vendors and suppliers to ensure cost-effective and timely support of the maintenance function.
• Assist with hiring and coordinating contractors or subcontractors to perform maintenance work that is too specialized or extensive for in-house staff.
• Ensure all permits/licenses related to facility operations are maintained and current.
• Perform routine inspections of systems and equipment to verify proper operation, safety, and cleanliness.
• Support the planning, organizing, and day-to-day coordination of the maintenance function.
• Ensure all company policies and procedures are followed related to the performance of the maintenance function.
• Ensure all safety and environmental standards are strictly adhered to within the facilities.
• Support and communicate the level of quality and safety expected in the performance of maintenance tasks.

Mailroom / Shipping & Receiving Operations

• Receive, sort, and distribute incoming mail, packages, and courier deliveries to appropriate departments and individuals in a timely manner.
• Prepare, process, and track outgoing mail and packages (USPS, UPS, FedEx, and other carriers), ensuring correct postage, documentation, and shipping methods.
• Maintain accurate logs and records of accountable mail and packages (e.g., overnight, certified, tracked items).
• Coordinate interoffice mail and deliveries between departments, and schedule courier pick-ups as needed.
• Monitor inventory and order mailroom supplies (envelopes, mailing labels, shipping materials, toner, etc.) to ensure adequate stock.
• Operate and maintain mailroom equipment (postage meters, folding machines, scanners, label printers), reporting service needs or coordinating repairs as required.
• Work closely with reception/front desk, security, and facilities teams to support building access and delivery protocols.
• Follow and enforce security procedures for incoming packages and deliveries, including escalation of suspicious items per company policy.

General

• Serve as a customer-focused point of contact for building occupants regarding maintenance, mailroom, and basic facility service requests.
• Communicate clearly and professionally with internal staff, vendors, contractors, and carriers.
• Assist with small facilities projects and moves (e.g., office reconfigurations, equipment relocations) as needed.
• Perform other duties as assigned.

QUALIFICATIONS

• High School Diploma or G.E.D. required; Associate degree in construction, electrical or mechanical engineering, business, or a related field preferred. Equivalent experience in skilled trades, facilities, or mailroom/shipping operations will be considered.
• Experience in managing or supporting OSHA-compliant safety programs and maintaining environmental compliance related to facility operations preferred.
• Experience with CMMS (Computerized Maintenance Management Systems) and basic project coordination/management required.
• Prior experience in a mailroom, shipping/receiving, or logistics role strongly preferred.
• Experience in a manufacturing facility or similar industrial/office environment preferred.
• Strong interpersonal skills and problem-solving ability with a customer-service mindset.
• Excellent analytical and reasoning skills, plus strong organizational skills and attention to detail.
• Proficient with basic computer applications (email, spreadsheets, data entry, shipping/carrier software).
• Excellent verbal and written communication skills:




• Ability to read and comprehend instructions, work orders, shipping documents, and correspondence.
• Ability to write clear, simple correspondence and basic reports or logs.
• Ability to effectively present information in one-on-one and small group situations to employees, contractors, and visitors.




• Ability to lift and move packages and materials (typically up to 50 lbs) and to be on feet for extended periods while performing mailroom and facilities tasks.

EQUAL EMPLOYMENT OPPORTUNITY

U.S. Facilities, Inc. is an Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities.

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