Facilities & Mailroom Coordinator

Facility Operations

• Manage and facilitate large number of incoming/outgoing packages within the office premises; coordinate mail distribution services efficiently.
• Procure shipping supplies such as mailing pouches, boxes, labels, etc., ensuring availability for employees’ use as needed.
• Manage inventory of office consumables such as stationery supplies, pantry items, etc., ensuring adequate levels are maintained.
• Assist with general office maintenance tasks, such as coordinating repairs, and addressing facility and equipment related issues.
• Knowledge of or willingness to learn AV systems and video conferencing technology; serve as backup for AV Specialist.
• Maintain accurate records of maintenance activities, vendor contracts, and compliance documentation.
• Conduct regular inspections to identify maintenance needs or potential safety hazards.
• Develop and maintain a preventive maintenance schedule for office equipment and systems.
• Coordinate with vendors for janitorial services, pest control, waste removal, and other facility-related services.
• May serve as the primary regional office contact for vendor services including utilities, coffee service, vending machines, logistics, office supplies, mail distribution, and recycling/shredding services.
• Assist with space planning initiatives, coordinate office moves, furniture arrangements, equipment setup, additions, and changes.
• Collaborate with cross-functional teams to address facility-related needs or issues.
• Validate seating arrangements with site leadership; maintain up-to-date seating chart and floor plans.
• Monitor seating and space capacity and provide updates to Corporate Services and site head.
• Liaise with department management for new hire placement and ensure workstation readiness.
• Serve as a back-up resource to the receptionist, including greeting visitors, supporting meetings, assisting with access badges, and directing inquiries.
• Assist with the procurement, installation, and maintenance of furniture and furniture systems.
• Assist with selection, placement, and maintenance of interior plants within office space.

Safety, Security and Business Resiliency

• Review and administer badge access systems in accordance with security protocols.
• Assist in the elaboration and updates of the local Business Continuity Plan, Emergency Response Plan and Facility Manual.
• Provide communication to all employees regarding building issues and serve as the office lead for building evacuations and life/safety/security issues.

Vendor & Financial Management

• Assist with the processing of CRES department invoices and purchase requisitions related to the facility.
• May assist with the preparation of the Corporate Services budget respective to the country office location.
• Update internal invoice/PO tracking to ensure accuracy and availability of funds.

Energy Management and Sustainability

• Implement recycling programs to promote waste reduction and environmental sustainability within the office.
• Monitor or maintain energy management strategies to optimize energy usage while promoting sustainability initiatives.

Other

• Supports Records Governance (RIG) initiatives such as coordinating the return and/or disposal of records; manages activities for disseminating documents to authorized employees, clients, and regulatory agencies; serves as a liaison between the business and vendors supplying storage services.
• Maintain Office location intranet pages (SyncUp): Update and maintain relevant information on internal platforms regarding office locations.
• May serve as point of contact for landlord relations; address any facility-related concerns or issues with the landlord as necessary.