Mailroom and Facilities Manager

Imagine360; Wayne (PA); On-site; USD 96,000 - 161,000; Full time

Job summary

An established industry player is seeking a Mailroom and Facilities Manager to oversee daily operations and logistics. This pivotal role involves managing a small team, ensuring efficient handling of mail and packages, and optimizing procedures for improved service delivery. The ideal candidate will possess strong leadership and organizational skills, with a focus on continuous improvement. Join a forward-thinking company that values innovation and teamwork, offering a dynamic work environment and opportunities for professional growth.

Benefits

Multiple Health Plan Options

Company paid employee premiums for disability

Life Insurance

Parental Leave Policy

20 days PTO to start

10 Paid Holidays

Tuition reimbursement

401k Company contribution

Professional development initiatives

Continuous learning opportunities

Qualifications

• 5+ years of experience in mailroom operations and facilities management.
• Strong knowledge of postal regulations and facility maintenance procedures.

Responsibilities

• Supervise team performance and coordinate mail workflows.
• Manage the consolidation of mail services from closed offices.

Skills

Leadership

Organizational Skills

Analytical Skills

Communication Skills

Proficiency in MS Office

Knowledge of Postal Regulations

Education

Bachelor's degree in Business Administration

High School Diploma

Tools

Facility Management Software

Mail Tracking Software

Job description

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Join to apply for the Mailroom and Facilities Manager role at Imagine360

Imagine360 is seeking a Mailroom and Facilities Manager to join our team! The Mailroom and Facilities Manager is responsible for overseeing daily mailroom operations, facilities logistics, and a small team support staff to ensure the efficient handling, distribution, and processing of all incoming and outgoing mail and packages. This role plays a critical part in managing the consolidation of mail operations from closed offices into a centralized facility, ensuring continuity of service, proper resource allocation, and adherence to company standards.

Key responsibilities include supervising team performance, coordinating mail and package workflows, maintaining equipment and supply needs, and supporting cross-functional communication across departments. The Manager will also lead the successful transition of mail operations from closed office locations, including training, process mapping, and documentation to support a seamless integration.

This role requires strong organizational skills, a hands-on leadership approach, and a continuous improvement mindset to optimize mailroom procedures, enhance service delivery, and support Imagine360's evolving facilities strategy.

Position Location: Wayne, PA, Onsite 5 days a week.

Responsibilities include but are not limited to:

• Lead, train, and evaluate a team of employees, fostering a collaborative and productive work environment.
• Assign tasks and monitor performance to meet operational goals.
• Conduct regular team meetings to communicate updates and address concerns.
• Plan and execute the consolidation of mail services from closed offices to the central PA facility.
• Coordinate logistics to ensure seamless transition with minimal disruption.
• Communicate with stakeholders to provide updates and gather feedback during the transition process.
  
  
  

Required Experience/Education:

• Bachelor's degree in Business Administration, Facilities Management, or related field preferred.
• High School Diploma required.
• Minimum of 5 years of experience in mailroom operations and facilities management, with at least 2 years in a supervisory role.
• Ability to work in office 5 days a week
• Ability to work an occasional evening or weekend work during transition periods.
• Strong knowledge of postal regulations and facility maintenance procedures.
• Experience in health insurance claims administration or related field preferred.
• Supervise and coordinate daily mailroom activities, including sorting, distribution, and dispatch of mail and packages.
• Direct on-site supervision of the mail and facilities team and handling of all mail and facilities responsibilities.
• Train mailroom and facilities employees in the proper safety and/or procedural requirements related to heavy load(s), high volumes of incoming and outgoing mail, emergency protocols, delivery/pickup of mail and mail processing.
• Ensure compliance with postal regulations and company policies.
• Monitor and manage mailroom equipment and supplies, initiating maintenance or procurement as needed.
• Develop and implement standard operating procedures to enhance efficiency and accuracy.
• Oversee and assist with planning PA office related meetings and events, such as client and broker visits, and on-site meetings.
• Prepare meeting rooms for client engagements, ensuring spaces are clean, organized, and equipped with necessary supplies.
• Maintain an appropriate stock of refreshments and supplies to support meetings and events.
• Coordinate with relevant departments to understand specific requirements for upcoming meetings.
• Oversee the maintenance and cleanliness of the facility, ensuring a safe and functional environment.
• Coordinate with vendors and service providers for facility-related services and repairs.
• Manage facility-related budgets, ensuring cost-effective operations.
• Implement health and safety protocols in compliance with regulations.
• Suggest changes in working conditions/methodologies as it pertains to the use of equipment to increase efficiency.
• Communicate effectively with leadership and building maintenance on office needs or issues.
• Inventory and order supplies as needed for employees to perform their jobs while in the office.
• Design and/or make use of required logs to document activity in mailroom environment.
• Complete HIPAA training annually
  
  
  

Skills and Abilities:

• Proven ability to lead, train, and motivate a team, fostering a collaborative and productive work environment.
• Strong analytical skills to identify issues and implement effective solutions promptly.
• Excellent leadership, organizational, and communication skills.
• Proficiency in using facility management and mail tracking software.
• Basic MS Office Proficiency, including Outlook, Word, Excel and Teams.
• Ability to manage multiple projects and adapt to changing priorities.
  
  
  

What can Imagine360 offer you?

• Multiple Health Plan Options
• Company paid employee premiums for disability, and Life Insurance
• Parental Leave Policy
• 20 days PTO to start / 10 Paid Holidays
• Tuition reimbursement
• 401k Company contribution
• Professional development initiatives / continuous learning opportunities
• Opportunities to participate in and support the company's diversity and inclusion initiatives
  
  
  

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Imagine360 is a health plan solution company that combines 50+ years of self-funding healthcare expertise. Over the years, we've helped thousands of employers save billions on healthcare. Our breakthrough total health plan solution is fixing today's one-size-fits-none PPO insurance problems with powerful, customized, member-focused solutions.

Imagine360 is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

**RECRUITMENT AGENCIES PLEASE NOTE: Imagine360 will only accept applications from agencies/business partners that have been invited to work on a specific role. Candidate Resumes/CV's submitted without permission or directly to Hiring Managers will be considered unsolicited and no fee will be payable. Thank you for your cooperation**

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Management and Manufacturing

• Industries

  Insurance

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