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Facilities & Mail Services Coordinator
7 days ago
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Mission & Objectives
The Facilities & Mail Services Coordinator is pivotal in managing the day-to-day operations of Campari America's New York office. This role ensures a well-maintained, productive, and efficient office environment by overseeing daily facility operations, coordinating maintenance services, and managing mail and package logistics. Collaborate with vendors, service providers, and the HQ Experience team to deliver high-quality maintenance and mail services, while embodying operational excellence and soigné hospitality.
Key Responsibilities & Activities
Facilities Maintenance & Cleaning Coordination
Perform a daily walk-through of the office to actively monitor the overall state of the space, addressing any issues immediately and maintaining a high standard of cleanliness, organization, and functionality throughout all areas. Perform minor repairs and maintenance tasks, including changing lightbulbs, hanging pictures, moving furniture, conducting simple repairs, and touch-up painting to ensure the office remains functional and aesthetically pleasing. Plan and coordinate regularly scheduled maintenance and cleaning work, including HVAC, plumbing, electrical, fire prevention, deep cleaning, and other essential systems. Conduct regular detailed inspections of the facility to identify maintenance and cleanliness needs, addressing issues related to functionality, appearance, and hygiene. Develop action plans, coordinate with relevant stakeholders for timely repairs, and enforce cleaning protocols to ensure compliance with safety and health regulations. Maintain a record of all ongoing facilities and cleaning requests through a ticketing system, ensuring timely completion and closeout of each issue, and providing ongoing communication to the requestors.Partner & Vendor Coordination
Coordinate with event organizers to understand and address specific needs, managing logistics for set up set up and break down for all events including happy hours, meetings, aperitivo, and trainings. This includes arranging furniture, setting up meeting supplies, and coordinating with cleaning vendors, the IT Team, and the Academy team. Manage relationships with vendors for both facilities maintenance and mail services items, ensuring service levels are met and issues are resolved promptly. Coordinate with vendors to schedule services and address any concerns. Partner with HQ Experience & Facilities manager to negotiate any terms and resolve escalated issues. Maintain effective communication to ensure that all facilities and mail-related needs are met efficiently and in line with company standards. Serve as the main point of contact for facilities-related IT systems, including lighting, sound, and screen display systems. Collaborate with the HQ Experience team to ensure these systems are maintained, operational, and updated as needed. Oversee troubleshooting, coordinate with IT vendors, and address any technical issues or system updates to ensure smooth and efficient operation of all facilities-related IT systems. Support the office safety program by assisting in the implementation and administration of safety and evacuation plans. Help with the coordination of safety audits and periodic drills. Provide support to the office safety committee, assist with safety and security needs, and work closely with security personnel. Collaborate with the HQ Experience & Facilities Manager to address any safety concerns or incidents, contributing to a secure and compliant office environment.Mail Service Coordination
Receive, organize, and distribute incoming shipments, packages, and mail in a timely manner. Use the mail and packaging software to manage tracking, documentation, and logistics of all incoming mail items. Keep relevant stakeholders informed of the status and progress of incoming mail and shipments to ensure effective communication and prompt handling. Prepare, organize, and dispatch outgoing shipments, packages, and mail, ensuring all items are properly stamped, packed, and labeled. Coordinate shipping logistics including post-office and carrier drop-offs, and courier service pick-ups. Maintain accurate records of all outgoing mail activities, including tracking with various carriers FedEx, UPS, DHL), and keep stakeholders updated on the status and progress of outgoing mail and shipments. Ensure legal and policy compliance with postal regulations and handle confidential or sensitive mail with discretion. Support special mail-related projects or initiatives, such as bulk mailings or company-wide distributions. Act as a resource for unique shipping requests that may fall outside typical responsibilities, providing support and guidance to ensure all Campari America HQ shipping needs are addressed effectively.Admin & Other
Oversee the accounting process for all facilities maintenance and mail services items. This includes creating and processing purchase orders (POs), ensuring accurate tracking and documentation, and coordinating with the accounting department for invoicing and payments. Support the tracking and management of the budget for both facilities operations and mail services. Assist with forecasting and reporting expenses, ensuring expenditures align with budgetary constraints and identifying opportunities for cost savings. Coordinate with the HQ Experience team to manage and replenish all supplies, including bathroom amenities, mail & package supplies, pantry items, hospitality supplies, event supplies, and office supplies. Ensure that all supplies are ordered, in stock, organized, and readily available throughout the office. Deliver exceptional customer service by promptly addressing and resolving inquiries and issues related to both facilities maintenance and mail services. Ensure a high standard of service through effective communication, proactive problem-solving, and maintaining a positive and professional attitude, contributing to a seamless and satisfactory experience for all employees and stakeholders. Other duties as assigned, including supporting special projects and initiatives that enhance the operational excellence, soigné hospitality, and holistic Campari America HQ culture and community.Education / Professional Qualifications
Bachelor's Degree (preferred but not required): Degree in Facilities Management, Business Administration, Property Management, Hospitality, or a related field. Additional Experience (preferred but not required): 1-2 years of experience in Bars, Restaurants, Cafes, or other similar hospitality environments 1-2 years of experience in organizing managing logistics for office events and meeting 1-2 years of experience in managing relationships with vendors for maintenance and service agreementsSkills
Functional
Exceptional Interpersonal and Relationship Building Skills: Ability to interact professionally with internal employees and guests, develop, and maintain effective working relationships. Self-Motivated, Proactive, and Independent: Enthusiastic, passionate, and proactive approach to work with the ability to handle tasks with minimal direction. Strong Organizational, Planning, and Results-Oriented Skills: Ability to organize tasks, plan effectively, manage multiple tasks, and focus on results and customer satisfaction with attention to detail. Sense of Urgency, Prioritization, and Adaptability: Ability to prioritize tasks and adapt in a fast-paced, constantly changing environment. Excellent Communication: Proficiency in verbal and written communication. Analytical and Problem-Solving Skills: Strong skills in analyzing and solving problems. Conversational in Spanish or Italian (a plus)Technical
Proficiency in Microsoft Office: Strong working knowledge of Microsoft Outlook, Word, Excel, PowerPoint, and Teams Understanding of Facilities-Related IT Systems (a plus): Knowledge of facilities-related IT systems, including lighting, sound, and display systems, with the ability to manage and troubleshoot these technologies effectively. Knowledge of Mail and Packaging Software (a plus): Familiarity with in-house systems for managing mail and package tracking. Ability to lift and carry up to pounds as required for various tasks.Other
Availability for Extended Hours: Ability to work extended workdays and weekends when required.The expected base salary for this position ranges from $, - $,. Salary offers are based on a wide range of factors and considerations. In addition to base salary and a generous employee benefits package, employees are eligible to receive a discretionary bonus.
Our commitment to Diversity & Inclusion:
At Campari Group we believe in building more value together, thus we see diversity in all forms as a source of enrichment. Our employment policies and practices ensure that we are committed to providing equal employment opportunities in all aspects of employment without regard to any individual's race, religion, creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, sexual orientation, gender identity or characteristics or expression, political affiliation or activity, age, veteran status, citizenship, or any other characteristic protected by law.
Note to applicants:
Your application will be assessed based on your abilities, expertise, general knowledge and experience, not because of any confidential, proprietary or trade secret information you may possess. You must not disclose to Campari Group any such information. In the event that you are asked a question that cannot be answered without disclosure of any confidential, proprietary or trade secret information (including from a current or prior employer or their vendors or customers), you must decline to answer the question.
Notice to third party agencies:
Please refrain from cold-calling or emailing our executive leadership team or the HR community directly. The Talent Acquisition department manages centralized recruiting operations globally, including the selection and management of external suppliers. Currently, our preferred supplier list is at full capacity. To ensure we have your information on file for future consideration, we kindly request that you complete the online form provided .
