Facilities and Mailroom Operations Supervisor

1 week ago

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

Position Title: Mailroom and Facilities Manager

Department: Facilities

Company Overview: Highlights for Children is a renowned leader in creating engaging and educational content for children, families, and educators. With a legacy spanning over 75 years, we provide a wide array of products and experiences that inspire joyful learning across various media platforms.

Role Summary: The Mailroom and Facilities Manager is responsible for overseeing the efficient operation of the mailroom and the corporate facility. This role includes a diverse set of responsibilities aimed at maintaining a well-functioning environment.

Key Responsibilities:

Facilities Management:

  • Conduct regular inspections as outlined in log sheets, addressing maintenance concerns related to the facility, including:
  1. Ensuring restrooms and breakrooms are stocked, clean, and functional, and ordering supplies as necessary.
  2. Monitoring security camera footage for compliance and reporting issues as required.
  3. Daily checks of HVAC, generator, cooling tower, and other essential building systems, coordinating external support when necessary.
Manage maintenance tasks or supervise licensed contractors for various projects, including painting, landscaping, cleaning, HVAC upkeep, and fire safety systems.Assist in developing the facilities capital improvement budget, gathering quotes, and making informed recommendations.Oversee invoice approvals for payment processing.Procure operating supplies, including vendor pickups when necessary.Address facilities-related requests such as ergonomic assessments, furniture relocations, HVAC adjustments, lighting issues, and meeting room setups.Provide after-hours support as needed.Perform additional duties as assigned.

Mailroom Management:

  • Sort and distribute incoming mail and packages to ensure timely delivery to departments or recipients.
  • Prepare outgoing mail, ensuring correct postage and addressing.
  • Maintain postage meter functionality and manage supplies for the UPS package system.
  • Keep inventory of mailroom supplies and reorder as necessary.
  • Ensure copiers are stocked with paper and maintain all equipment in working order.
  • Complete other assigned tasks as required.

Initial Expectations:

  • Establish relationships with building vendors and familiarize yourself with their services.
  • Learn and demonstrate basic mailroom procedures for incoming and outgoing correspondence.
  • Identify and prioritize maintenance requests effectively.

Long-term Goals:

  • Enhance operational efficiency within the mailroom and facilities.
  • Develop and implement policies, procedures, and budget management strategies while ensuring safety and vendor oversight.

Supervisory Role: This position does not have supervisory responsibilities.

Qualifications:

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

Skills and Attributes:

  • Customer-service-oriented attitude with a positive demeanor.
  • Ability to manage multiple tasks and projects efficiently.
  • Basic proficiency in Microsoft Office and Outlook.
  • Strong time management and multitasking abilities.
  • Excellent leadership and problem-solving skills.
  • Knowledge of HVAC and building systems.
  • Meticulous attention to detail.
  • Experience in planning and managing facility budgets.

Physical Requirements:

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

Accommodation Notice: Federal law mandates that employers provide reasonable accommodations to qualified individuals with disabilities. Please inform us if you require any accommodations to apply for or perform your job duties.

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