Facilities & Mailroom Technician

Illinois; Chicago (IL); Hybrid; USD 40,000 - 58,000; Full time

Job summary

Center for Research Libraries is seeking a Facilities & Mailroom Coordinator to oversee daily mailroom operations and provide general facilities support in our Chicago, IL library environment. The role focuses on routine coordination, basic maintenance, and safe, orderly spaces for staff and visitors.

Responsibilities include processing mail, coordinating packages, vendor access, and assisting with room setups.

Qualifications

• Requires high school diploma or equivalent.
• Strong organizational and time-management skills.
• Able to work independently and collaboratively in a library/office environment.

Responsibilities

• Receive, sort, and distribute incoming mail and packages to library departments and staff.
• Process outgoing mail and coordinate scheduled mail and package pickups.
• Serve as the primary point of contact for USPS, UPS, FedEx, and other delivery services.
• Maintain accurate delivery and distribution records as required.
• Maintain a clean, organized, and safe mailroom environment.
• Coordinate access for and monitor external vendors performing repairs, maintenance, or inspections.
• Assist with room setup and breakdown for meetings, events, and programs.
• Respond to staff requests related to facilities and mail services in a timely manner.

Skills

Communication

Organization

Time management

Teamwork

Attention to detail

Education

High school diploma or equivalent

Tools

Email

Work order systems

Job description

The Facilities & Mailroom Coordinator supports daily library operations by overseeing mailroom services and providing general facilities and building support. This position helps ensure a safe, efficient, and welcoming environment for staff, researchers, and visitors. Responsibilities focus on routine operations, coordination, and basic maintenance activities and do not include licensed or specialized trade work.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Mailroom Operations

• Receive, sort, and distribute incoming mail and packages to library departments and staff.
• Process outgoing mail and coordinate scheduled mail and package pickups.
• Serve as the primary point of contact for USPS, UPS, FedEx, and other delivery services.
• Maintain accurate delivery and distribution records as required.
• Maintain a clean, organized, and safe mailroom environment.

Facilities & Building Support

• Conduct daily walkthroughs of all facility spaces to identify maintenance, safety, or operational concerns.
• Perform minor maintenance tasks such as replacing light bulbs, moving furniture and library shelves, and basic repairs.
• Submit, track, and follow up on facilities and maintenance requests.
• Coordinate access for and monitor external vendors performing repairs, maintenance, or inspections.
• Assist with room setup and breakdown for meetings, events, and programs.
• Report building issues and safety concerns in accordance with established procedures.

Operational Support

• Respond to staff requests related to facilities and mail services in a timely manner.
• Maintain inventories of mailroom and facilities-related supplies.
• Assist with office moves, shelving adjustments, and space reconfigurations as needed.
• Communicate service updates, issues, or operational notices to the building manager and team.
• Resolve questions and problems as they come up.
• Perform other related duties assigned.

QUALIFICATIONS

• Ability to assimilate instructions and execute work in a timely manner.
• High school diploma or equivalent required.
• Prior experience in facilities support, mailroom operations, or a related role preferred.
• Strong organizational and time-management skills.
• Ability to work independently and collaboratively in a library or office environment.
• Effective oral and interpersonal communication skills.
• Ability to work both independently and as a team member.
• Excellent time management and organizational skills.
• Reliable and communicative regarding work schedule.
• The ability to work flexibly with a diverse community.
• Familiarity with Libraries is an asset
• Basic computer proficiency, including email and work order systems.

COMPETENCIES

• Attention to detail and accuracy
• Customer Service Orientation
• Time management and prioritization
• Problem-solving skills
• Reliability and dependability
• Ability to follow procedures and safety guidelines

DIVERSITY, INCLUSION, AND EQUITY

CRL is committed to actively promoting the values of diversity, equity, and inclusion as key components for serving our members and advancing our global mission. As such, CRL is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws regarding recruitment, hiring, and employment. CRL provides employees with a work environment free of discrimination and harassment.

All employment decisions at CRL are based on organizational needs, job requirements, and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by applicable law. CRL will not tolerate discrimination or harassment based on any of these characteristics.

SUPERVISORY RESPONSIBILITIES

None

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be provided to enable individuals with disabilities to perform this job.

While performing the duties of this position, the employee is frequently required to talk and/or listen. The employee frequently sits; uses hands to finger, handle, or feel; and reaches with hands and arms. The employee is regularly required to stand and walk and to use a keyboard for input of text, numbers, or other content into a computer system. The employee occasionally stoops, kneels, crouches, or crawls and may lift or move up to 50 pounds.

Specific vision abilities required include close vision and the ability to adjust focus. The work environment is primarily an indoor library or office setting with moderate noise levels.

TRAVEL REQUIREMENTS

The employee is not expected to travel.

Requirements are representative of minimum levels of knowledge, skill, and/or ability. To perform this job successfully, the incumbent must be able to perform each essential duty proficiently. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

This position description does not state or imply that these are the sole duties to be performed. Employees may be required to perform other position-related duties as requested by their supervisor.

This document does not create an employment contract, implied or otherwise, and employment remains at will.

Center for Research Libraries
6050 S. Kenwood Ave.
Chicago , IL 60637-2804

Location

Center for Research Libraries, Cook County