General Purpose:

Provide work direction and supervision of mailroom staff. Perform essential tasks related to day-to-day activities of the facility department. Support building related projects. Work with minimal direction and provide guidance to less experienced team members.

Job Duties and Responsibilities:

• Provide work direction and supervision of mailroom and mailroom staff to ensure safe, efficient, and cost-effective operation. Provide a high level of service and prompt response to inquiries, requests, and changes. Complete supervisory activities such as reviewing and editing employee timekeeping, completing performance evaluations, mentoring and coaching employee
• Serve as the facility services subject matter expert (SME) for all data needs related to mailroom transaction processes. Train and guide mailroom staff on any updates, specific job aids, document libraries, operation guides and other resource materials
• Maintain mailroom databases, spreadsheets, and other means of tracking transactions. Design, run and distribute reports to key personnel
• Evaluate efficiencies and recommend changes for improved workflow, standardized processes, cost reduction, etc. to improve performance and processes and encourage cooperation with all other DFA departments/offices
• Coordinate activities of mailroom contracted services and actively review for best benefit available. Maintain professional relationships with outside vendors
• Create, design, and maintain forms, checklists and other materials on shareable drive for department
• Effectively manage and analyze the office services budget, office supplies and proactively seek ways to reduce cost through continuous improvement
• Manage and support security and badging system to include access, audits, reporting and security protocols
• Manage building storage areas to ensure proper inventory tracking and organization
• Coordinate building projects to include project plans, resource availability, allocation and timely completion
• Provide back-up support to other facility roles
• Work with minimal direction and provide guidance to less experienced team members
• Maintain a high degree of confidentiality and accuracy when performing all job duties and responsibilities
• The requirements herein are intended to describe the general nature and level of work performed by employee but is not a complete list of responsibilities, duties and skills required. Other duties may be assigned as required.

Minimum Requirements:

Education and Experience

• Associate degree in office operations/administration, business management or closely related field of study. Bachelor's degree preferred.
• Five years of job experience in providing comprehensive administrative support

Knowledge, Skills and Abilities

• Proactive mindset and approach to work
• High attention to detail, accuracy, organization and prioritization
• Must be a self-motivated, self-starter capable of collaborating and coordinating efforts effectively
• Excellent written and verbal communications skills and ability to build effective relationships with a wide variety of people in business/social settings
• Intermediate/advanced proficiency using current Microsoft Office software applications and SAP
• Strong team player with the ability to work across multiple functions and disciplines
• Ability to manage multiple projects simultaneously and accurately prioritize the workflow

Above-average personal initiative and follow-through in completing duties and responsibilities

An Equal Opportunity Employer