Facility & Mailroom Coordinator

Jones Lang LaSalle Incorporated; Lexington (KY); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

401(k) plan with matching

Medical, Dental & Vision care

Paid parental leave

Paid Time Off & Holidays

Daily Pay access

Job summary

Jones Lang LaSalle Incorporated in Lexington, KY is seeking a Facility Coordinator/Mailroom to support daily building operations, mail processing, and logistics. The role requires 2–3 years of mailroom or facilities experience, strong organizational skills, MS Office proficiency, and discretion handling confidential documents.

It is an on-site position with occasional early/after-hours needs. JLL offers a comprehensive benefits package and a professional work environment emphasizing integrity,

Qualifications

• 2–3 years experience in mailroom operations, facility coordination, or administrative support.
• Demonstrated experience with USPS regulations and mail processing procedures.
• Experience handling confidential financial documents preferred.

Responsibilities

• Respond to routine facility service requests from occupants.
• Coordinate with building maintenance and engineering teams as needed.
• Monitor and order office supplies and facility materials.
• Assist with space planning and minor moves when required.
• Support special projects and facility initiatives.
• Process incoming and outgoing mail through USPS; sort and deliver mail to departments.

Skills

Mailroom operations

Facility coordination

Administrative support

Customer service

Attention to detail

Multitasking

Confidentiality

Tools

MS Office

Postal equipment

Job description

Position Overview

The Facility Coordinator/Mailroom position provides essential operational support for daily facility functions. This role combines facility coordination duties with hands‑on mail services, ensuring smooth operations for both building services and communications logistics.

Essential Responsibilities

• Respond to routine facility service requests from occupants
• Coordinate with building maintenance and engineering teams as needed
• Monitor and order office supplies and facility materials
• Assist with space planning and minor moves when required
• Support special projects and facility initiatives
• Process incoming and outgoing mail through United States Postal Service (USPS)
• Sort, distribute, and deliver mail to appropriate departments and personnel
• Prepare outgoing mail including metering, weighing, and proper postage application
• Coordinate courier and overnight shipping services as needed
• Maintain accurate records of mail processing and shipping activities
• Manage mailroom supplies and equipment maintenance
• Print checks for the Finance department according to established procedures and schedules
• Prepare checks for mailing with proper security protocols
• Coordinate check distribution and delivery to appropriate recipients
• Maintain confidentiality and security of all financial documents
• Track and document all check processing activities
• Process requests for files and documents from off‑site storage facilities
• Coordinate retrieval and return of archived materials
• Track all off‑site storage requests and maintain accurate logs
• Ensure proper documentation for all file movements
• Work with records management vendors to fulfill requests efficiently

Required Qualifications

• Minimum 2‑3 years of experience in mailroom operations, facility coordination, or administrative support
• Demonstrated experience with USPS regulations and mail processing procedures
• Experience handling confidential financial documents preferred

Skills and Competencies

• Strong organizational skills with excellent attention to detail
• Ability to manage multiple tasks and priorities simultaneously
• Proficient computer skills including Microsoft Office Suite (Word, Excel, Outlook)
• Experience with postage meters and mail processing equipment
• Basic understanding of office equipment setup and operation
• Excellent customer service and interpersonal communication skills

Personal Attributes

• High degree of integrity and discretion when handling confidential materials
• Reliable and punctual with strong work ethic
• Proactive problem‑solver with ability to work independently
• Professional demeanor and appearance
• Flexible and adaptable to changing priorities and schedules

Preferred Qualifications

• Experience in a corporate or professional office environment
• Familiarity with offsite storage vendor systems and procedures
• Knowledge of audio‑visual equipment setup and troubleshooting
• Previous experience supporting finance or accounting departments
• Notary Public certification

Physical Requirements

• Ability to lift and move packages and materials up to 40 pounds
• Capacity to push mail carts and move furniture for meeting setups
• Standing and walking for extended periods throughout the day
• Ability to bend, reach, and work at various heights when setting up meetings

Work Schedule

Standard business hours with occasional flexibility required for early morning or after‑hours meeting setups. May require adjustments to accommodate check printing schedules and urgent mail processing needs.

Location

On‑site – Lexington, KY

Benefits

Personalized benefits that support personal well-being and growth: JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits include:

• 401(k) plan with matching company contributions
• Comprehensive Medical, Dental & Vision Care
• Paid parental leave at 100% of salary
• Paid Time Off and Company Holidays
• Early access to earned wages through Daily Pay

Equal Employment Opportunity

For additional details please see our career site pages for each country. For candidates in the United States, please see a full copy of our Equal Employment Opportunity policy here. Jones Lang LaSalle ("JLL") is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.

If you need a reasonable accommodation because of a disability for any part of the employment process - including the online application and/or overall selection process - you may email us at [e-mail]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page.