Mailroom and Facilities Coordinator

Desertbreeze Management; Aliso Viejo (CA); On-site; USD 23,866 - 33,992; Full time

Job summary

Seabreeze Management is seeking a Mailroom and Facilities Coordinator in Aliso Viejo, CA. The role encompasses maintaining an organized mailroom and supporting office facilities, with emphasis on vendor coordination, equipment use, and customer service to internal clients and vendors.

The position requires attention to detail, strong communication, and the ability to manage multiple tasks in a professional office environment; standard hours are 8am–5pm, with overtime as needed.

Qualifications

• Postage and copier equipment knowledge required.
• Print production and mailroom knowledge required.
• Ability to define problems, collect data, establish facts, draw conclusions.
• Detail-oriented with strong task management.
• Strong time-management and prioritization skills.
• 1–2 years of corporate office experience.
• Valid California Driver’s License and auto insurance.

Responsibilities

• Process incoming/outgoing mail, deliver packages, and handle postage.
• Operate mailroom equipment and coordinate with vendors on jams or service concerns.
• Prepare mailings and coordinate with 3rd party print vendor.
• Distribute and process documents (scan/copy/label/post).
• Train staff on basic office equipment usage as needed.
• Support revenue capture via software and manual tracking.
• Perform daily office/facility inspections and coordinate with vendors.
• Assist with office moves and inventory of supplies and keys.
• Ensure compliance with safety and facility policies.

Job description

Introduction

Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 150,000 residential and commercial properties. Based in Aliso Viejo, California, Seabreeze has offered an unrivaled client experience to commercial common-interest developments and homeowners’ associations for over 30 years. With offices throughout California and Nevada, Seabreeze has expanded its mission to be a trusted advisor and collaborative partner with developments to build thriving associations through superior service and integrity.

Summary

The Mailroom and Facilities Coordinator is responsible for maintaining an organized and functional mailroom. Compliance with company policies and procedures is essential. Managing relationships with customers, vendors and service providers is a key responsibility. The Coordinator must anticipate and troubleshoot facility or mailroom issues as they arise. This position involves essential functions in both the mailroom and office facility. Organizational skills and ability to prioritize are necessary for maintaining the department’s functionality. Effective communication with various stakeholders is a vital part of this role. This includes active listening to inquiries and feedback to understand needs and expectations. Problem‑solving skills are needed to address unexpected challenges. This position demands attention to detail for compliance purposes and in support of client deliverables. This position reports directly to the Facility Manager.

Essential Duties and Responsibilities

Mailroom Key Duties

• Process incoming and outgoing mail efficiently – delivering packages, weighing mail and affixing postage either by hand or with a meter with occasional driving to drop off or pick up mail at local USPS or courier.
• Use of mailroom equipment including postage machine, label and folding machine, as well as various multi‑functional devices, partnering with vendors on service concerns or jams.
• Prepare volume mailings by finalizing documents and address lists to be submitted to a 3rd party print vendor, tracking completion and communicating in a timely manner.
• Process documents (including scanning, copying, folding, stuffing, labeling and posting).
• Train internal customers on basic use of office equipment as needed.
• Support internal revenue capture via diligent use of software and manual tracking.
• Other mailroom duties as assigned.

Facilities Key Duties

• Perform daily inspections of the office, including travel to other offices as requested for the purpose of ensuring vendors are meeting expectations, reporting concerns.
• Clearing and cleaning empty desks, daily inspection of conference rooms and other common areas.
• Inspection of furniture, replacing and removing broken chairs, file cabinets with assembly of same.
• Regular maintenance and cleaning of refrigerators/freezers and other breakroom equipment.
• Inventory and stocking of breakroom supplies, organizing and cleaning as needed to keep areas sanitary.
• Set up and tear down of tables/chairs in support of special events at the corporate office.
• Work with janitorial, security, office supply and maintenance vendors, checking common areas including restrooms, to report leaks, occasionally changing light bulbs.
• Removal of trash to dumpster and cleanup of overflow items in dumpster area.
• Inventory and restock of office keys, working with locksmith.
• Office moves from one desk to another including disconnect/reconnect of computers, monitors, etc.
• Inventory and stocking of office First Aid kits.
• Movement of client storage boxes when received from vendors such as Iron Mtn.
• Adherence to office safety and security procedures.
• Adherence to facility policies, procedures and guidelines.
• Other facility duties as assigned.

Requirements

Knowledge, Skills and Experience

• Knowledge of postage and copier equipment required.
• Print production and mailroom knowledge required.
• Must have the ability to define problems, collect relevant data, establish facts, and draw valid conclusions.
• Must be detail‑oriented, managing tasks effectively while ensuring that no critical elements are overlooked.
• Must have effective time‑management skills with ability to prioritize tasks without sacrificing quality.
• 1‑2 years of experience working in a corporate office environment.
• Valid California Driver’s License and state‑mandated vehicle insurance.

Minimum Education

High School Diploma or equivalent.

Language Skills

The individual must have strong written communication skills, and the ability to communicate effectively with employees and clients at all levels of the organization, both orally and in writing.

Availability

Regular business hours 8am‑5pm, plus overtime as necessary.

Work Environment

Work is performed in a standard office environment within a professional setting.

Equal Opportunity Employer

Seabreeze is proud to be an Equal Opportunity Employer that celebrates the diversity of our team. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other legally protected status. For individuals with disabilities who would like to request an accommodation such as an ASL interpreter, please contact [e-mail].

Salary Description

up to $21.00/hr