Facilities and Mailroom Operations Supervisor

2 weeks ago

Columbus, Ohio, United States Highlights for Children Full time
Job Overview

Position: Mailroom and Facilities Manager

Department: Facilities

Highlights for Children is a renowned leader in producing engaging and educational content for children, families, and educators. Our extensive range of products and experiences spans direct consumer offerings and classroom solutions, encompassing various media formats, including print, broadcast, and digital. For over 75 years, we have dedicated ourselves to helping children thrive by creating content and experiences that inspire, entertain, and promote joyful learning.

The Mailroom and Facilities Manager plays a crucial role in ensuring smooth operations within the mailroom and corporate facilities.

Key Responsibilities:

Facilities Management:

  • Conduct regular inspections as outlined in log sheets. Address and resolve all maintenance concerns related to the facility, including:
    1. Inspect restrooms and breakrooms to confirm supply levels, cleanliness, and functionality of equipment, ordering supplies as necessary.
    2. Review security footage for compliance and report findings as required.
    3. Daily checks of HVAC, generator, cooling tower, and other building systems, coordinating external support as needed.
  • Oversee maintenance tasks or engage licensed contractors when necessary, including painting, landscaping, cleaning, HVAC upkeep, fire and alarm security, and life safety systems.
  • Assist in managing the facilities capital improvement budget by assessing needs, obtaining quotes, and making recommendations.
  • Approve invoices for payment.
  • Procure operating supplies, including vendor pickups as needed.
  • Address facilities-related requests, such as ergonomic assessments, furniture relocations, HVAC adjustments, lighting concerns, internal office transitions, and meeting room arrangements.
  • Provide after-hours support (on-call) as required.
  • Perform other duties as assigned.

Mailroom Operations:

  • Sort and distribute incoming mail and packages to ensure timely delivery to the appropriate departments or recipients.
  • Prepare outgoing mail, ensuring correct postage and addressing.
  • Distribute incoming mail to employees and tenants within the facility.
  • Maintain funding for the postage meter through regular downloads.
  • Order supplies for the UPS package system and postage meter.
  • Ensure the postage meter and folder/inserter are operational by coordinating repairs and maintenance with vendors.
  • Generate end-of-month postage account reports from the postage meter and submit to accounting.
  • Maintain inventory of mailroom supplies (e.g., postage meter, envelopes, packaging materials) and reorder as necessary.
  • Ensure copiers are stocked with paper.
  • Complete other assigned tasks as requested.

Initial Expectations:

  • Familiarize yourself with building vendors and begin establishing relationships.
  • Demonstrate fundamental mailroom procedures for incoming and outgoing mail and packages.
  • Manage maintenance requests, identify needs, and prioritize actions.

Long-term Goals:

  • Enhance operational efficiency in the mailroom and facilities.
  • Develop and implement policies, procedures, and budget management, including safety protocols and vendor oversight.

Supervisory Responsibilities: None

Education and Experience:

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

Qualifications:

  • Positive, customer-service-oriented attitude.
  • Ability to manage multiple priorities and projects effectively.
  • Basic computer skills, including proficiency in Microsoft Office and Outlook.
  • Excellent time management and multitasking abilities.
  • Strong leadership and problem-solving skills.
  • Knowledge of HVAC and other building systems.
  • Meticulous attention to detail.
  • Experience in planning and managing facility budgets.

Physical Requirements:

  • Ability to lift a minimum of 50 lbs.
  • Capability to work independently.
  • Frequent movement around multiple floors and the exterior of the facility.
  • Required to climb ladders for building maintenance tasks.

Reasonable Accommodation Notice: Federal law mandates that employers provide reasonable accommodations to qualified individuals with disabilities. Please inform us if you require a reasonable accommodation to apply for a job or to perform your job duties. Examples of reasonable accommodations include adjustments to the application process or work procedures, providing documents in an alternate format, utilizing a sign language interpreter, or employing specialized equipment.

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