Mailroom & Facility Manager

Salary Range: $59,000.00 To $64,000.00 Annually

Patient Advocate Foundation (PAF), a national non-profit, headquartered in Hampton, VA, has been solving insurance and healthcare problems since 1996. Our mission is to actively advocate for patients living with chronic and critical illnesses, resolving the healthcare access and affordability challenges they face through the provision of case management services and financial aid. To read more about us, please visit our website ientadvocate.org

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The Mailroom & Facility Manager is responsible for the overall management and daily operations of the mailroom and facilities functions. This position provides leadership and direct supervision for mailroom staff and ensures the timely and accurate completion of Batch Print (including folding and posting), mail distribution, publication inventory and requests, postage management, supply ordering, outreach support, and other related mailroom functions.

The Mailroom & Facility Manager is also responsible for coordinating and overseeing building facility needs, including maintenance, repairs, safety and sanitation, vendor coordination, and communication with appropriate leaders and employees. This role ensures that mailroom and facilities operations are organized, efficient, and compliant with established procedures.

The Mailroom & Facility Manager will provide direction, training, and performance feedback to department staff and will serve as a key point of contact for internal departments, and external vendors.

• Manage, supervise, and provide daily supervision to Mailroom and Facilities staff, ensuring responsibilities are clearly assigned and operational needs are appropriately covered.
• Oversee all daily mailroom operations, including receiving, opening, sorting, collecting, routing, preparing, shipping, and tracking incoming and outgoing mail and materials.
• Monitor Batch Print and Fold and Mail workflows and provide regular status updates to appropriate leaders regarding production, mailing schedules, volume, and any anticipated delays or operational concerns.
• Oversee Case Management Department Patient Pack publication requests and publication requests received through the PAF website.
• Oversee monthly publication inventory, including inventory tracking, reporting, database accuracy, supply needs, and distribution of new publications to appropriate staff members.
• Ensure publication and mailroom databases, tracking systems, and records are maintained accurately and consistently.
• Oversee postage meter management, including monitoring available funds, ensuring the meter remains operational, and coordinating maintenance or service as needed.
• Manage and oversee organizational supply needs, including monitoring inventory, placing orders, receiving and storing supplies, and ensuring adequate supplies are available to support daily operations.
• Create and/or oversee purchase orders for organizational supplies, equipment, and other large purchases in accordance with established procedures.
• Oversee outreach support operations, including preparing, packing, shipping, tracking, and maintaining appropriate records for outreach materials.
• Coordinate and oversee the daily post office run and ensure appropriate staff coverage when needed.
• Coordinate building facility operations, including maintenance, repairs, equipment servicing, work orders, and other facility-related needs.
• Establish and maintain relationships with third-party vendors and service providers for building maintenance, equipment repair, and other facilities-related services.
• Submit and track facility and equipment work orders and communicate the status of repairs, maintenance, and other facility needs to appropriate leaders.
• Coordinate with building management, landlords, vendors, and service providers regarding facility operations, repairs, maintenance, access, safety, and other building-related matters.
• Monitor day-to-day mailroom and facilities operations for compliance with established safety, sanitation, shipping, security, and organizational procedures.
• Ensure staff are appropriately trained on mailroom equipment, shipping procedures, safety requirements, and applicable operational processes.
• Ensure appropriate staffing and cross-training are maintained to provide coverage for critical mailroom and facilities functions during…