Facility & Mailroom Coordinator

Position Overview

The Facility Coordinator/Mailroom position provides essential operational support for daily facility functions. This role combines facility coordination duties with hands‑on mail services, ensuring smooth operations for both building services and communications logistics.

• Respond to routine facility service requests from occupants
• Coordinate with building maintenance and engineering teams as needed
• Monitor and order office supplies and facility materials
• Assist with space planning and minor moves when required
• Support special projects and facility initiatives
• Process incoming and outgoing mail through United States Postal Service (USPS)
• Sort, distribute, and deliver mail to appropriate departments and personnel
• Prepare outgoing mail including metering, weighing, and proper postage application
• Coordinate courier and overnight shipping services as needed
• Maintain accurate records of mail processing and shipping activities
• Manage mailroom supplies and equipment maintenance
• Print checks for the Finance department according to established procedures and schedules
• Prepare checks for mailing with proper security protocols
• Coordinate check distribution and delivery to appropriate recipients
• Maintain confidentiality and security of all financial documents
• Track and document all check processing activities
• Process requests for files and documents from off‑site storage facilities
• Coordinate retrieval and return of archived materials
• Track all off‑site storage requests and maintain accurate logs
• Ensure proper documentation for all file movements
• Work with records management vendors to fulfill requests efficiently

• Minimum 2‑3 years of experience in mailroom operations, facility coordination, or administrative support
• Demonstrated experience with USPS regulations and mail processing procedures
• Experience handling confidential financial documents preferred

• Strong organizational skills with excellent attention to detail
• Ability to manage multiple tasks and priorities simultaneously
• Proficient computer skills including Microsoft Office Suite (Word, Excel, Outlook)
• Experience with postage meters and mail processing equipment
• Basic understanding of office equipment setup and operation
• Excellent customer service and interpersonal communication skills

• High degree of integrity and discretion when handling confidential materials
• Reliable and punctual with strong work ethic
• Proactive problem‑solver with ability to work independently
• Professional demeanor and appearance
• Flexible and adaptable to changing priorities and schedules

• Experience in a corporate or professional office environment
• Familiarity with offsite storage vendor systems and procedures
• Knowledge of audio‑visual equipment setup and troubleshooting
• Previous experience supporting finance or accounting departments
• Notary Public certification

• Ability to lift and move packages and materials up to 40 pounds
• Capacity to push mail carts and move furniture for meeting setups
• Standing and walking for extended periods throughout the day
• Ability to bend, reach, and work at various heights when setting up meetings

Standard business hours with occasional flexibility required for early morning or after‑hours meeting setups. May require adjustments to accommodate check printing schedules and urgent mail processing needs.

On‑site – Lexington, KY

Personalized benefits that support personal well-being and growth: JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these…