Coordinate mailroom and office supply activities including ensuring mail is picked up and delivered in accordance with the established schedule and managing office supply orders and inventory.
Establish and maintain schedules for mail pick-up and delivery. Identify and implement cost effective traffic routes as needed with the couriers.
Sort and deliver mail to Bancorp employees. Maintain mail drop off locations throughout the buildings and ensure that they are clearly marked. Maintain current list of employees and their work locations to ensure mail is delivered promptly and efficiently.
Apply postage to outgoing mail in accordance with department policies and procedures. Identify and return personal mail, communicating mailroom policies to employees as needed.
Monitor and track vehicle maintenance to ensure vehicles are inspected and routinely serviced for optimal performance.
Supervise receipt and tracking of break room supplies. Inspect break rooms on a regular schedule to ensure inventory levels are appropriate and review orders as needed. Act as the primary liaison with the break room vendors, e.g. Keurig, etc.
Fulfill requests for keys, order products and equipment, set up user accounts for FedEx and UPS, maintain reservation calendars for company cars, etc. May be required to pick up supplies and equipment. Notify clients when supplies are received.
Prepare standard and ad hoc reports, e.g. the FedEx invoice allocation report, in accordance with established schedule and deadlines. Evaluate trends and prepare and present findings on expense management, costs, and related matters to management.
Build and maintain strong working relationships with the corporate executive team, peers, management, and other organizational contacts to manage issues, relay information and requests, and obtain materials needed by employees. Maintain open communication channels to quickly resolve issues and to ensure status updates and information is provided within requested time frames.
Assist with inter-office moves as requested by the facilities team.
Maintain office supplies and orders for the assigned locations. Place and fulfill orders with vendors as appropriate. Review supply requests, ensure appropriate approval levels, and provide status updates to internal clients as needed. Maintain cost effective inventory levels of supplies on hand to provide prompt service on frequently requested items.
Provide administrative support to the facilities group, including typing memos and correspondence, invoicing and billing activities.
Cover the Front Lobby Desk assignment during routine breaks including prolonged periods as needed. This role will additionally involve Security Measures for verification, sign in and access control. Direct Guest, Vendors, Contractors and Staff arriving on site.
Perform other related duties as assigned.
An undergraduate degree in a related field or an equivalent combination of training and experience.
A minimum of 2 years related mailroom and/or inventory experience
A minimum of 2 years related lead or supervisory experience
Strong working knowledge of mailroom procedures.
Excellent verbal, written, and interpersonal communication skills
A team player able to work effectively in a team fostered, multi-tasking environment
Proficient in Microsoft Office suite, e.g. Excel, PowerPoint, Word, Outlook
Position is required to travel between buildings and post offices as needed.
Work a flexible schedule to include before and after scheduled shift and weekends as needed
Valid Driver’s License as well as the ability to drive and work during inclement weather conditions
Ability to lift up to 50 lbs
Mobility required to bend, lift, and move boxes, mail trays and carts as well as working on a ladder to stock supplies.