Facilities/Mailroom Specialist

Planet Group; San Diego (CA); On-site; USD 22,000 - 28,000; Full time

Job summary

Planet Group in San Diego, CA is seeking a Facilities/Mailroom Specialist for a 6-month contract with potential conversion. The role involves maintaining vendor accounts, processing invoices, coordinating with the landlord for maintenance, and supporting mailroom operations.

Responsibilities include user setup for Staples/FedEx accounts, managing access cards, processing mail, ordering office supplies, and assisting with everyday facilities tasks.

Qualifications

• High School Diploma or equivalent, required.
• Minimum two years of facilities experience.
• Excellent verbal and written communication skills required.
• Highly organized and detail-oriented; the ability to work in a fast-paced, metrics-driven environment is required.
• Proficiency in Microsoft Office Suite, Word, Excel, Wiki, collaborative cloud-based programs, and third-party software applications required.

Responsibilities

• Set up, delete, and change all company users for Staples and FedEx accounts. Review all orders to ensure they are business-related items or IT pre-approved items
• Process invoices relating to Staples, ShredIt, and other vendors for all the branches and corporate maintenance and repair
• Work with the landlord on landlord-related maintenance issues, such as A/C, heat, restroom and breakroom repairs, etc.
• Issue, deactivate, and maintain master spreadsheet for access cards and gym forms for corporate employees
• Process incoming letter jobs from multiple departments to ensure they are sent out within time frames specified
• Order supplies for the corporate office, such as breakroom items, paper, envelopes, etc.
• Assist with the sorting and distributing of incoming/outgoing mail
• Transport oversized and certified mail daily to the post office
• Perform other duties/projects as assigned

Skills

Communication skills

Organization

Attention to detail

Fast-paced environment

Education

High School Diploma

Tools

MS Word

MS Excel

Wiki

Cloud-based collaboration tools

Third-party software

Job description

Job Title: Facilities/Mailroom Specialist

Location: San Diego, CA

Contract length: 6 months then conversion

Schedule: 40 hrs, 8a to 5p

Pay: $16/hr to $20.50/hr, DOE

Job Overview:

The Facilities Specialist plays an important role in the organization by performing a number of tasks related to the company's physical facilities. The role is primarily responsible, under direct supervision, for the setup and maintenance of vendor accounts, processing invoices for branch-related items, handling maintenance issues for corporate, and assisting with the mailroom function.

Job Responsibilities:

• Set up, delete, and change all company users for Staples and FedEx accounts. Review all orders to ensure they are business-related items or IT pre-approved items


• Process invoices relating to Staples, ShredIt, and other vendors for all the branches and corporate maintenance and repair


• Work with the landlord on landlord-related maintenance issues, such as A/C, heat, restroom and breakroom repairs, etc.


• Issue, deactivate, and maintain master spreadsheet for access cards and gym forms for corporate employees


• Process incoming letter jobs from multiple departments to ensure they are sent out within time frames specified


• Order supplies for the corporate office, such as breakroom items, paper, envelopes, etc.


• Assist with the sorting and distributing of incoming/outgoing mail


• Transport oversized and certified mail daily to the post office


• Perform other duties/projects as assigned

Required Qualifications:

• High School Diploma or equivalent, required


• Minimum two years of facilities experience


• Excellent verbal and written communication skills required


• Highly organized and detail-oriented; the ability to work in a fast-paced, metrics-driven environment is required


• Proficiency in Microsoft Office Suite, Word, Excel, Wiki, collaborative cloud-based programs, and third-party software applications required

Preferred Qualifications:

• Highly organized and detail-oriented; the ability to work in a fast-paced, deadline-driven environment is required


• Prior experience preparing certified mail preferred
  
• Excellent customer service focus


• Good interpersonal/problem-solving skills and results-orientation


• Strong oral and written communication skills