Coordinator, Facilities & Mailroom Services

Girl Scouts; New York (NY); On-site; USD 50,000 - 55,000; Full time

Job summary

A leading youth leadership organization located in New York, NY is seeking a Facilities and Office Services Coordinator. The candidate will manage mailroom operations, assist with facilities tasks, and support the General Manager. Ideal for someone with strong organization skills and at least 3 years of professional experience.

Benefits

20+ days of paid time off

Medical and Behavioral Health Coverage

Flexible work arrangements

401(k) with company match

Qualifications

• Ability to read and comprehend instructions for shipping and receiving packages.
• Experience in exercising judgment in identifying priority work.
• Knowledge of computer operations.

Responsibilities

• Track and manage overnight packages, inbound/outbound mail processing.
• Organize and maintain the mailroom, workstation, supply room.
• Assist the General Manager with various tasks as directed.

Skills

Office 365 proficiency

Effective communication

Physical stamina

Organizational skills

Education

3 years of experience in a professional environment

Job description

Overview

GIRL SCOUTS OF THE USA

Founded in 1912, Girl Scouts of the USA (GSUSA) is the preeminent leadership development organization for girls and the leading authority on their healthy development. GSUSA champions girls as they explore their worlds, try new things, and develop the courage, confidence, and character to make the world a better place.

Girl Scouts are doers, innovators, problem-solvers, creators, and dreamers, and the GSUSA team is here to center, support, and inspire them, working with 111 local councils across the country and USA Girl Scouts Overseas to deliver our life-changing Girl Scout Leadership Experience.

Position Summary

The Facilities and Office Services Coordinator will report to the General Manager of the National Headquarters of Girl Scouts of the USA located in New York, NY. The role will assist the General Manager with facilities-related tasks, including: scheduling preventive maintenance with multiple vendors; overseeing and maintaining the certificates of insurance for all vendors and contractors; requesting contract renewals from current contract vendors; scheduling and coordinating repairs; interacting with the building staff; entering invoices in DocuSign with proper backup for the General Manager to review and approve; and performing clerical duties.

Additionally, the role will serve as the primary on mailroom operations including: inbound mail sorting and distribution; accountable mail processing and tracking; outbound mail and package processing; drop off mail and packages as needed at local FedEx and USPS facilities; identify the most cost-effective shipping option based on the type of shipment; develop Standard Operating Procedures for mailroom operations; develop and adhere to quality assurance tied to key performance indicators; reporting on mailroom metrics to include inbound/outbound mail and package volumes and postage spend; serve as an expert on USPS policies and procedures for outbound mailings.

Additional daily support tasks include conference room setup and breakdown; restock coffee, snacks, and supplies in breakrooms; maintain existing equipment and promptly report maintenance issues; maintain an organized mailroom, supply room and adjacent rooms; and assist with additional support tasks as assigned. The candidate must have the capacity to lift 30 pounds.

Essential Responsibilities

• Track, manage, and process overnight packages, inbound/outbound mail sorting, distribution, processing, and tracking. Drop off mail and packages as needed at the local FedEx and USPS facilities.
• Organize and maintain a clean mailroom, workstation, supply room, facility closets, and storage rooms.
• Manage copiers, fax machines, and coffee machines. Maintain an organized and clean copy room areas. Maintain existing equipment and promptly report any maintenance issues.
• Restock coffee machines, snacks, and supplies in the pantries, and clean and maintain the coffee machines and Keurig machines.
• Assist with quality assurance tied to key performance and reporting on mailroom metrics. Serve as an expert on USPS policies and procedures for outbound mailings.
• Assist the General Manager as directed, such as scheduling appointments for preventive maintenance with vendors; overseeing and maintaining the certificates of insurance for all vendors and contractors; requesting contract renewals from current contract vendors; scheduling and coordinating repairs; interacting with the building staff; entering invoices in DocuSign with proper backup for the General Manager to review and approve; performing clerical duties as needed.
• Data entry, tracking, and reporting; enter invoices into DocuSign as received; track all costs and charges for postage and FedEx; provide a weekly maintenance report for the coffee machines.
• Light cleaning as needed.

Required Competencies

• Ability to read and comprehend instructions for shipping and receiving packages.
• Knowledge of computer operations.
• Physical stamina to lift 30-pound packages.
• Experience in exercising judgment in identifying priority work.
• Knowledge of identifying and reporting safety problems.
• Ability to work within defined procedures established by National Properties.

Required Technical Skills

• Office 365 proficiency with emphasis in Word, PowerPoint, and Excel
• Email skills

Required Education and Experience

Degree or Equivalent Experience: NA

Minimum Years of Experience: 3 years of experience working in a professional environment

Salary Range: $50,000.00 - $55,000.00

Benefits

What We Offer: Girl Scouts is powered by people, and we encourage our team members to be their best selves in and out of the office. We place a high priority on flexibility and offer a competitive salary and benefits package that includes:

• Paid Time Off: 20+ days of paid time off, 2 floating holidays, 9 workplace holidays, and year-round early closures on Fridays and preceding most holiday weekends. Includes paid year-end office closure between Christmas and New Year’s.
• Medical and Behavioral Health Coverage with plan options for individuals and families, including wellness, hospitalization, and fertility assistance; partial subsidy of premiums.
• Dental and vision coverage.
• Health Savings Accounts (HSAs) and Flexible Spending Accounts (FSAs).
• Company-paid life insurance.
• Flexible work arrangements.
• 12 weeks of paid parental leave.
• 401(k) with company match.
• Sick leave; Short- and Long-Term Disability.
• Health and Wellness programs and access to Employee Engagement Groups.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Work Environment

This job operates in a professional office environment.

Position Type / Expected Hours of Work

This is a Full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. – 5:00 p.m. Occasional additional days or hours may be required as job duties demand.

AAP/EEO Statement

GSUSA is an equal employment opportunity employer.