Office Services & Mailroom Coordinator

J.Jill; Quincy (MA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

401(k) retirement plan

Medical, dental, vision insurance

Free parking

Shuttle to Red Line

Associate discounts

Job summary

J.Jill is hiring an Office Services & Workplace Coordinator to manage daily office services, mail/shipping, and facilities across the corporate headquarters in Quincy, MA. The role requires strong organizational and customer-service focus and the ability to manage multiple priorities in a fast-paced environment.

The ideal candidate will handle room setups, vendor coordination, and inventory management while ensuring a welcoming workplace for employees and visitors.

Qualifications

• High School diploma or equivalent required.
• Associate degree or equivalent coursework preferred.
• 3–5 years in Office Services/Facilities or similar.
• Experience shipping with FedEx Ship Manager and UPS WorldShip.
• Experience in a corporate headquarters environment preferred.

Responsibilities

• Serve as primary contact for daily office services requests.
• Maintain conference rooms and shared spaces as presentation-ready.
• Manage mail, packages, and courier deliveries.
• Coordinate room setups for meetings and events.
• Support inventory and vendor coordination.

Skills

Customer service

Communication

Organization

Time management

Independent work

Education

High School Diploma or equivalent

Associate degree or coursework in Business Administration / Facilities Management

Tools

FedEx Ship Manager

UPS WorldShip

Job description

About Us

At J.Jill, we believe our associates should be seen, valued, and celebrated. We support the advancement of our associates by harnessing their unique contributions to grow and improve, and our success is guided by a culture that values keeping it simple and making it matter. J.Jill is an equal opportunity employer and is committed to providing an inclusive and professional workplace free from discrimination and harassment. All employment decisions at J.Jill are based solely upon business needs, job requirements and individual qualifications without regard to race, color, religion, sex, pregnancy and pregnancy related conditions, gender identity, gender expression, national origin, sexual orientation, sexual and reproductive health decisions, age, marital status, disability, genetic information, military or veteran status or any other legally protected status.J.Jill provides reasonable accommodation to qualified individuals, in accordance with applicable laws. If you need to inquire about an accommodation to assist with completing the application process, please [e-mail].

Overview

The Office Services & Workplace Coordinator is responsible for delivering an exceptional workplace experience by supporting the daily operations of the corporate office. This role oversees mail and shipping operations, office services, workplace organization, conference and event support, inventory management, vendor coordination, and general facilities support to ensure a safe, efficient, and welcoming environment for employees and visitors.

The ideal candidate is highly organized, customer-service oriented, proactive, and thrives in a fast-paced corporate environment while managing multiple priorities.

Responsibilities

Workplace Experience & Office Services

• Serve as the primary point of contact for daily office services requests.
• Ensure conference rooms, collaboration spaces, reception areas, kitchens, and other shared spaces are maintained and presentation-ready throughout the day.
• Coordinate room setups for meetings, executive presentations, training sessions, and company events.
• Assist with minor employee office moves, workstation setups, and departmental relocations.
• Maintain employee office signage for staffing changes.

Mailroom & Shipping Operations

• Manage all incoming and outgoing mail, packages, and courier deliveries.
• Receive, sort, and distribute USPS, FedEx, UPS, and interoffice mail.
• Process outgoing shipments using corporate shipping systems.
• Track shipments and assist employees with shipping requests and package inquiries.
• Coordinate monthly store mail packs.
• Maintain accurate shipping records and complete daily shipping system reconciliation.
• Ensure adequate inventory of shipping supplies and coordinate replenishment.

Workplace Operations

• Maintain kitchens, cafés, and break rooms
• Keep common areas free of clutter and ensure compliance with workplace standards.
• Manage recycling stations, toner cartridge recycling, and disposal of cardboard and office waste.
• Assist with event breakdown and restoration of meeting spaces.

Inventory & Supply Management

• Maintain inventory levels for:
  • Office supplies
  • Copier paper
  • Shipping supplies
  • Kitchen and breakroom supplies
  • Janitorial consumables

Vendor & Facilities Coordination

• Coordinate routine service visits for office support vendors, including coffee service, water delivery, shredding, recycling, and other workplace services.
• Perform routine inspections of common areas to identify maintenance or safety concerns.
• Submit landlord facilities work orders and monitor completion.

Safety & Compliance

• Support workplace safety initiatives by identifying and reporting hazards. Ensure emergency exits and common pathways remain clear.
• Maintain first aid supplies and coordinate replenishment as needed.
• Promote compliance with company workplace standards and safety procedures.

Additional Responsibilities

• Assist the Facilities team with special projects and corporate initiatives.
• Support Retail Operations with store mailings and special distribution projects.
• Perform other duties as assigned.
• Responsible for creating and issuing office badges for new associates.

Benefits, Tailored for You.

• 401(k) retirement plan with discretionary match and tuition reimbursement.
• Medical, dental, vision, company paid LTD/STD, and generous amount of paid time off.
• Office includes amenities such as a café, fitness center, free parking and Red Line shuttle.
• Generous associate discount; group discounts on auto, pet and homeowner insurance.
• Discount Marketplace for travel, consumer products, food, auto buying, etc.
• Associate resource groups.

Qualifications

• High School Diploma or equivalent required.
• Associate degree or additional coursework in Business Administration, Facilities Management, Hospitality, or a related field preferred.
• 3–5 years of experience in Office Services, Workplace Services, Facilities, Hospitality, Corporate Administration, or a related environment.
• Experience with shipping systems such as FedEx Ship Manager and UPS WorldShip preferred.
• Experience supporting a corporate headquarters environment is preferred.

Knowledge, Skills & Abilities

• Outstanding customer service and interpersonal skills.
• Strong verbal and written communication skills.
• Excellent organizational and time management abilities.
• Ability to prioritize multiple assignments in a fast-paced environment.
• Strong attention to detail and follow-through.
• Ability to work independently with minimal supervision.
• Proficiency with Microsoft Office 365 (Outlook, Word, Excel, Teams).
• Basic knowledge of office equipment, shipping software, and workplace technology.
• Demonstrated problem-solving skills and sound judgment.
• Professional demeanor with the ability to interact effectively with employees, executives, vendors, and visitors.

Physical Requirements

• Ability to lift and carry up to 50 pounds.
• Ability to stand, walk, bend, reach, push, and pull throughout the workday.
• Ability to transport office supplies, packages, furniture, and event equipment.
• Frequent movement throughout multiple office floors.

Working Conditions

• Corporate office environment with frequent interaction with executives, employees, visitors, vendors, and contractors.
• Regular movement throughout the facility to support office operations.
• Occasional overtime or schedule flexibility may be required to support company meetings, events, or business needs.

The above statements are intended to describe the general nature and level of work being performed by associates assigned to this job.They are not intended to be an exhaustive list of all responsibilities, duties and skills required of this position.

Our Brand

At J.Jill, we’re redefining what it means to dress and live with ease. As a women-led, Boston-based lifestyle brand with 200+ stores nationwide, we design thoughtful, inspired apparel and accessories that celebrate the totality of all women. We’re entering an exciting chapter of growth — expanding our footprint, reaching new customers, and deepening long-standing relationships. We're seeking bold thinkers and doers to join us. With competitive pay and benefits, a supportive culture, and the chance to make a real impact, this is more than a job, it’s an opportunity to bring our ethos keep it simple, make it matter to life in new and inspiring ways.