Mailroom Coordinator

Mailroom Coordinator

The duties listed below are representative of the types of responsibilities required for the role. Additional tasks may be assigned as needed to meet the needs of the organization:

Mailroom & Office Operations

• Oversees daily mailroom activities across the company's main campus, including sorting, distributing, and preparing outgoing mail and packages via Fed Ex, UPS, and USPS.
• Maintains postage meters, mail scales, and digital shipment logs to ensure accurate tracking and cost control.
• Coordinates bulk mailings, scanning, shredding, and document archiving in accordance with confidentiality and retention standards.
• Performs company errands and makes deliveries as needed to support daily operations and ensure timely completion of tasks.
• Monitors and replenishes office and mailroom supplies and inventory to support uninterrupted operations.

Fleet & Facilities Support

• Manages company vehicle scheduling and usage, ensuring timely maintenance, accurate mileage tracking, and adherence to fleet policies.
• Maintains complete and up‑to‑date vehicle records, including registrations and maintenance documentation.
• Coordinates routine service, repairs, and required inspections with approved vendors through the fleet management provider.
• Performs general fleet vehicle maintenance and upkeep, including washing, vacuuming, snow removal, and ensuring vehicles remain clean, presentable, and ready for use.
• Supports general facility tasks, such as flag maintenance, bulletin board updates, and basic office upkeep to maintain a professional environment.
• Performs other duties as assigned by the Compensation Manager and/or HR leadership.

KNOWLEDGE, SKILLS, AND ABILITIES
• Ability to manage confidential information with discretion and professionalism.
• Strong organizational, communication, and multitasking skills.
• Reliable attendance and punctuality.
• Valid driver's license and clean driving record required.

PHYSICAL, ENVIRONMENTAL, AND OTHER JOB REQUIREMENTS
• Frequent standing, walking, bending, and reaching throughout the workday.
• Regular lifting and carrying of office materials or supplies averaging 25 pounds (up to 50 pounds, as needed).
• Occasional periods of sitting while performing desk or computer-based tasks.
• Regular use of hands and fingers to operate office equipment such as keyboards, phones, copiers, and scanners.
• Sufficient visual acuity to read documents, operate equipment, and perform accurate data entry.
• Clear verbal and auditory communication skills for in‑person, phone, and electronic interactions.
• Work performed in a standard office environment with moderate noise levels and controlled temperatures.