Operations Assistant (Mailroom and Facilities)

Executive Director, Inc.; Milwaukee (WI); On-site; USD 36,000 - 42,000; Full time

Job summary

Executive Director, Inc. in Milwaukee, WI is seeking an Operations Assistant to support daily office facility operations and mailroom responsibilities. This full-time, non-exempt position works 37.5 hours per week and reports to the Mail Services and Operations Manager.

The role encompasses processing and metering outgoing mail, handling incoming courier parcels, restocking supplies, assisting with events, and maintaining overall office cleanliness. Remote work is not available.

Qualifications

• Office and Shipping/Mailing experience a plus.
• Excellent customer service and verbal communication skills are essential.

Responsibilities

• Morning start-up of Mail Services and Facilities equipment (shipping computers, postage machine, etc.).
• Process/metering of outgoing mail and sorting/delivering incoming mail.
• Record and deliver to staff all incoming courier parcels and ship back items from client meetings.
• Distribution of all incoming faxes to appropriate staff members.
• Restock fax, printer, and copy machine supplies and ensure good working order at various locations.
• Start up all coffee stations and maintain kitchen areas; inventory and order supplies bi-weekly.
• Assist with setup and cleanup for in-office events.
• Daily close-out of postage meter, Fed-Ex & UPS computers: Print reports.
• Assist staff with questions regarding mailing, rates, procedures and print requests.
• Inspect and replenish restroom supplies; notify cleaning company when needed.
• Provide daily assistance to Mail Services and Operations Manager with facility issues.

Skills

Attention to detail

Organization skills

Effective communication

Job description

Operations Assistant

CLIENT ASSOCIATION(s): Executive Director, Inc., EDI

POSITION REPORTS TO: Mail Services and Operations Manager

DIRECT REPORTS: None

EMPLOYEE STATUS: Non-exempt, Full-time (37.5 hours/week)

ROLE TYPE/LEVEL: Entry Level

COMPANY OVERVIEW:

Executive Director, Inc. (EDI) is a leading association management company providing counsel and management for nearly 40 national and global medical, health, scientific associations and certifying bodies. Founded in 1962, our experience is key to the success of our clients. Our ability to translate depth of knowledge into client success has led to EDI managing a portfolio of clients-ranging in size from 200 to 21,000 members and certificants and growing. Client budgets range from $250,000 to multiple clients with annual budgets in excess of $10 million dollars. Learn more here: https://www.execinc.com/about-edi

CLIENT/DEPARTMENT OVERVIEW:

Mail Services and Operations is a support services department, serving all EDI clients and staff. Key areas of responsibility for this department include managing incoming and outgoing mail and package handling, including sorting and distribution as well as managing facility maintenance, safety, and vendor relationships.

JOB OVERVIEW:

Assist in daily office facility operations and mailroom responsibilities.

POSITION RESPONSIBILITIES (37.5 hours/week):

• Morning start-up of Mail Services and Facilities equipment (shipping computers, postage machine, etc.); checking HVAC units, starting coffee stations, general security sweep of office and facilities for any mechanical issues.
• Process/metering of outgoing mail and sorting/delivering incoming mail.
• Record and deliver to staff all incoming courier parcels (Amazon, Fed-Ex, UPS, etc.) and ship back items from client meetings, including retrieving deliveries from loading bay.
• Distribution of all incoming faxes to appropriate staff members.
• Restock fax, printer, and copy machine supplies (paper, toner, etc.) and ensure good working order at various locations throughout the office; notify Mail Services and Operations Manager if supplies are low (paper, staples, toner, etc.) or if service is needed.
• Start up all coffee stations at the beginning of the day. Remove and clean pots from all coffee stations at end of day. Clean kitchen counters, sinks and microwaves and restock kitchen supplies at end of day and throughout the day as needed. Inventory and order coffee supplies bi-weekly.
• Restock cutlery holders, cups/bowls/plates/condiments and other kitchen supplies as needed.
• Assist with setup and cleanup for in-office special events.
• Clean out refrigerators the last workday of each week.
• Daily close-out of postage meter, Fed-Ex & UPS computers: Print reports. Deposit outgoing mail in mail box.
• Assist staff with questions regarding mailing, rates, procedures and print requests.
• Inspect and (if necessary) replenish restroom supplies as needed. Notify cleaning company of needed supplies, such as toilet paper, paper towels, hand soap, etc.
• Refill soap and hand sanitizer bottles in kitchens and restrooms daily.
• Provide daily assistance to Mail Services and Operations Manager with all aspects of Mail Services and Facility issues, repairs, service calls, etc.
• Assist with basic troubleshooting of onsite printers and vendor machines.
• Ensure and maintain overall office cleanliness.
• Complete light, occasional maintenance and custodial duties; assist in moving office furniture.
• Set-up and breakdown of conference room furniture into specified configurations for meetings, as requested by staff. Effective oral and written communication with staff.
• Effective oral and written communication with staff and building Security Staff, as needed.
• Other duties as assigned.

SKILLS AND QUALIFICATIONS:

Attention to detail, organization skills, effective communication skills.

EDUCATION/EXPERIENCE:

Office and Shipping/Mailing experience a plus (Fed-Ex, UPS, USPS). Excellent customer service and verbal communication skills are essential.

TRAVEL REQUIRED:

None

WORK ENVIRONMENT:

This is a full-time position located in our office in downtown Milwaukee, WI and is not eligible for remote work.

PHYSICAL REQUIREMENTS: (lifting, packaging, etc.)

Some lifting required, up to 50 pounds. Bending, kneeling, packaging materials for shipments and climbing on ladders occasionally to perform light maintenance.