Facilities Coordinator

Swoon; San Francisco (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Swoon is seeking a proactive Workplace Operations & Mail Services Coordinator to support our Bay Area offices. You’ll own our onsite mail and shipping program, ensure secure mail operations across multiple locations, and partner with a third-party vendor to optimize service quality.

You’ll also support facilities operations, coordinate with internal teams, and help maintain safe, welcoming offices. This role requires onsite work and strong organizational skills.

Qualifications

• Experience managing or partnering with third-party vendors.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Experience coordinating mail operations, workplace operations, or vendor management.
• Ability to thrive in a fast-paced, collaborative environment.

Responsibilities

• Own and manage third-party mail services across Bay Area offices.
• Oversee inbound/outbound mail, packages, and courier services.
• Monitor vendor performance and drive process improvements.
• Coordinate shipping, deliveries, and office relocations.
• Support facilities operations, safety, and workplace standards.
• Collaborate with Workplace team to ensure consistent employee experience.

Skills

Vendor management

Organizational skills

Communication

Mail operations

Office operations

Tools

Google Workspace

Slack

Jira

Job description

We're looking for a proactive, detail-oriented Workplace Operations & Mail Services Coordinator to support our expanding Bay Area offices. This role combines workplace operations with ownership of our onsite mail and shipping program, ensuring employees receive exceptional day-to-day operational support while maintaining efficient, accurate, and secure mail services across multiple office locations.

A significant portion of this role will focus on partnering with and managing our third-party mail services vendor, ensuring seamless inbound and outbound mail operations, package management, shipping logistics, service quality, and continuous process improvement. In addition, you'll support general facilities operations to help maintain safe, functional, and welcoming office environments.

You'll be responsible for:

Mail Operations (Primary Focus)

• Serve as the primary point of contact for our third-party mail services vendor across multiple Bay Area offices.
• Manage day-to-day mailroom operations, ensuring timely and accurate processing of inbound and outbound mail, packages, and courier services.
• Monitor vendor performance against service expectations, proactively resolving operational issues and driving continuous improvement.
• Coordinate shipping logistics, special deliveries, high-priority packages, and office relocations as needed.
• Partner with internal stakeholders to ensure mail operations meet business needs while maintaining security and compliance standards.
• Track service metrics, identify process improvements, and recommend operational efficiencies.
• Coordinate mailroom-related equipment maintenance and vendor support when needed.

Workplace & Facilities Operations

• Provide onsite support for daily workplace operations, including janitorial services, utilities, preventative maintenance, and office logistics.
• Coordinate facility vendors for maintenance requests, including HVAC, lighting, plumbing, access control, and general building repairs.
• Perform regular office walkthroughs to identify operational issues and maintain workplace standards.
• Support furniture moves, office setups, equipment installations, and large deliveries.
• Partner with the Workplace team to anticipate operational needs and deliver a consistent employee experience across multiple locations.
• Maintain safety, cleanliness, and engineering standards throughout assigned offices.

We're looking for someone with:

• Strong vendor management and relationship-building skills.
• Excellent organizational skills with the ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills.
• Experience coordinating mail operations, workplace operations, facilities, office services, or vendor management.
• Ability to thrive in a fast-paced, highly collaborative environment.
• Strong attention to detail and a proactive, solution-oriented mindset.
• Experience identifying operational improvements and driving process efficiencies.

Must Have

• Experience managing or partnering with third-party vendors.
• Proficiency with Google Workspace (Docs, Sheets, Calendar, etc.) and Slack.
• Ability to work onsite and support multiple office locations.
• Strong customer service and stakeholder management skills.

Nice to Have

• Experience managing corporate mailroom operations or shipping/logistics vendors.
• Experience with Jira or similar ticketing systems.
• Experience with Zip, Coupa, or comparable procurement platforms.
• Experience with workplace management platforms such as OfficeSpace, SpaceIQ, or similar tools.
• Familiarity with USPS, FedEx, UPS, DHL, or other enterprise shipping operations.