Facilities & Mailroom Lead

1 month ago

Columbus, United States Highlights for Children Full time
Job DescriptionJob Description

Mail Room and Facilities Manager

Department: Facilities

Highlights for Children is universally recognized as the leading producer of entertaining and educational content for children, families, and teachers. Our diverse portfolio of products and experiences extends from direct to consumer as well as classroom solutions and crosses the spectrum of media, including print, broadcast and digital. For over 75 years, we have been helping children become their best selves by creating content and experiences that engage, delight, and foster joyful learning.

The role of a Mailroom and Facilities Manager encompasses a variety of responsibilities that aim to ensure efficient operations within the mailroom and the corporate building.

Essential Duties and Responsibilities:

Facilities:

  • Perform daily, weekly, and monthly checks as listed on log sheets. Monitor and address all maintenance issues related to the facility. Examples include:
    1. Check restrooms and breakrooms to ensure supplies are stocked, areas are clean, and equipment is working properly, and order supplies as needed
    2. Review security cameras for compliance and report as needed
    3. Check the HVAC, generator, cooling tower, and other building systems daily. Bring in outside support as needed and approved
  • Perform and manage maintenance tasks or hire and oversee licensed contractors when appropriate. Tasks include painting, landscaping/trimming trees as needed, cleaning, HVAC maintenance, fire/alarm security, and all life safety systems.
  • Assist with facilities capital improvement budget. Determine needs, get quotes, and make recommendations.
  • Invoice approvals for payment
  • Purchase operating supplies, driving to the vendor to pick up (as needed)
  • Assist with facilities-related requests, such as ergonomics, furniture moves, HVAC adjustments, lighting issues, internal office moves, and meeting room setups.
  • Support after-hours (on-call) as needed
  • Other duties as assigned

Mail Room:

  • Retrieve, sort, and distribute incoming mail and packages to appropriate departments or recipients to ensure timely distribution
  • Prepare outgoing mail, including applying correct postage and ensuring proper addressing
  • Distribute incoming mail to employees and tenants in Watermark facility.
  • Keep postage meter always funded through download on the meter
  • Order all supplies for the UPS package system and the postage meter
  • Maintain postage meter and folder/inserter in working order by contacting the vendor for repairs/maintenance
  • Pull end-of-month postage account report from postage meter via USB key and send to accounting
  • Maintain inventory of mailroom supplies (e.g., postage meter, envelopes, packaging materials) and order supplies when needed
  • Keep all copiers stocked with cases of paper.
  • Other assigned tasks as requested
Within your first month, you’ll:
  • Get to know the building vendors we partner with, begin building relationships
  • Demonstrate basic mailroom procedures for both incoming and outgoing mail and packages.
  • Handle maintenance requests, identify maintenance needs, and prioritize and address requests.
Within your first year, you’ll:
  • Optimize operations in the mail room and facilities.
  • Develop policies and procedures and budget management. Implementing and maintaining safety procedures and vendor management.

Supervisory Responsibilities: None

Education and Experience:

  • High school diploma or equivalent
  • 5+ years of experience in mailroom operations or facility maintenance

Qualifications:

  • Positive, caring and customer-service-oriented attitude
  • Ability to manage multiple priorities and projects
  • Basic computer skills, including use of Microsoft Office and Outlook
  • Excellent time management and multitasking skills
  • Great leadership and problem-solving skills
  • Knowledge of HVAC and other building systems
  • Strong attention to detail
  • Experience planning and maintaining facility budget

Physical Requirements:

  • Must be able to lift a minimum of 50 lbs.
  • Must be able to function Independently
  • Frequent walking around multiple floors and the exterior of the company building.
  • Required to climb a ladder for needed maintenance of the building.

Reasonable Accommodation Notice Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

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