Mailroom and Facilities Coordinator

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St. Louis, MO, US

2 days ago Requisition

FLSA Status: Non-Exempt
Reports To: Facilities Administrator
Department: People & Culture

Schedule:Full-time, 5 days a week in office

General Overview

Mailroom & Facilities Coordinator is responsible for the daily management of mailroom, outbound and inbound shipments, and office services operations while supporting facilities-related activities across the organization. This position serves as a key resource for maintaining an organized, efficient, and welcoming workplace environment.

In addition to overseeing incoming and outgoing mail and packages, this role acts as the secondary support and backup to the Facilities Administrator. The Coordinator may assist with vendor management, office services, facilities coordination, employee support, workplace maintenance, and special projects to ensure business continuity and a positive employee experience.

Shipping, Receiving & Mailroom Operations

• Manage daily mailroom operations, including incoming and outgoing mail, packages, and courier services.
• Receive, sort, track, and distribute shipments from UPS, Fed Ex, DHL, USPS, Amazon, and other carriers.
• Research and resolve unidentifiable or incomplete shipping and mailing addresses.
• Coordinate outbound shipments and verify count of outbound packages meeting shipping requirements and deadlines.
• Maintain accurate records, invoices, service logs, and vendor documentation.
• Investigate shipment discrepancies, delivery issues, damaged goods, and carrier exceptions.
• Maintain records of incoming and outgoing shipments and support international shipping documentation as needed.
• Maintain inventory of shipping supplies, packing materials, office supplies, branded stationery, and mailroom equipment.
• Ensure the mailroom remains clean, organized, stocked, and operating efficiently.
• Troubleshoot shipping-related questions and serve as a liaison between carriers and employees.

Facilities & Office Services Support

• Serve as a secondary point of contact in the absence of the Facilities Administrator for office facilities requests, maintenance concerns, and workplace support needs.
• Monitor common areas, conference rooms, kitchens, and workplace amenities to ensure a professional and well-maintained environment.
• Assist with office setup, conference room readiness, furniture moves, and workspace adjustments.
• Coordinate vendor services including coffee service, vending, water stations, office supply providers, and related workplace vendors.
• Track facility-related supplies and assist with ordering and inventory management.
• Support workplace safety initiatives, emergency preparedness activities, and facility communications.
• Assist with employee events by coordinating room setup, deliveries, supplies, and logistical support.

Knowledge, Skills & Abilities Required

• 2+ years of experience in office administration, UPS and Fed Ex, facilities coordination, office services, logistics administration, or related experience.
• Strong customer service mindset with a professional and approachable demeanor.
• Proficient in written and oral communication skills.
• Excellent organizational skills and ability to manage multiple priorities in a fast-paced environment.
• Strong problem-solving skills and attention to detail.
• Proficiency in Microsoft Office, including Word, Excel, Outlook, and Teams.
• Ability to communicate effectively with employees, vendors, building management, and external partners.
• Ability to work independently while exercising sound judgment and initiative.
• Experience coordinating vendors, office services, facilities requests, or workplace operations is preferred.

Physical Requirements

• Regularly required to sit, stand, walk, reach, and use hands for handling materials and equipment.
• Frequently move throughout the office to support mailroom and facilities operations.
• Occasionally lift, move, or carry items weighing up to 55 pounds.
• Specific vision abilities include close vision, distance vision, and color vision.
• Ability to communicate effectively in person, by telephone, and through written correspondence.

Working Conditions

Corporate office environment with regular movement throughout the facility. This role requires frequent walking, standing, lifting, and transporting packages, supplies, and equipment. This role requires you to be in office 5 days a week.

Rawlings…