Facility & Operations Office Coordinator

Retail Lockbox, Inc. is a payment, image, and credit card processing company located in the South Capitol Hill area. We provide customized paper, electronic, and web services to our clients. We are a collaborative, inclusive and customer-centric team.

Our work environment includes:

• Casual work attire
• On-the-job training
• Growth opportunities

Days/Hours: Monday-Friday 9:00am-5:30pm

Summary:

The Facility/Operations Office Coordinator ensures a smooth-running work environment by managing building and tenant maintenance, office supplies, vendor relationships, while providing administrative support to the Sr. Payment Operations Manager. Primary duties include

Facility Maintenance:

• Responding to maintenance requests, such as clogged drains and pest control and coordinating repairs for equipment, and the building itself
• Manage the parking lot including; Provide agreement paperwork to eligible employees and building tenants; Ensure gates are fully operational and coordinate repairs as needed; Call to have unauthorized vehicles towed
• Oversee vendor services including janitorial, HVAC, elevator maintenance, and window cleaning to ensure quality and contract compliance
• Conduct regular facility inspections to maintain cleanliness, functionality, and aesthetic appearance of office common areas and grounds
• Monitor and maintain fire extinguishers, smoke detectors, and other safety equipment, including scheduling annual inspections and backlog testing
• Oversee kitchen functionality, including sink operation and cleanliness
• Manage building access for couriers and sign-in all visitors accordingly
• Assist with decorating the office for holidays such as Halloween, Thanksgiving, and Christmas
• Contact local authorities when necessary to address safety concerns, including loitering or homeless individuals on premises
• Perform other duties as assigned

Office & Supply Management:

• Keep proper stock levels of all Headers, including Batch Headers, Internal & External Headers, Day of the Week Headers, and MICR Headers
• Communicate with Canon to escalate any issues relating to all printers and ensure all printers are stocked and operating as expected
• Provide logistical support for meetings, including ensuring the conference room has all necessary provisions
• Follow established security procedures for the company and department
• Perform other duties as assigned
• Oversee all boxes on the Production Floor; adding boxes for new clients, removing boxes for terminated clients, updating priority codes, and updating internal deadlines, etc.
• Place supply order requisitions for Operations and general RLI office supplies while also maintaining a clean, organized, and stocked supply closet
• Stock breakroom supplies for the 4th floor and 3rd floor

Post Office & Courier Coordination:

• Coordinate courier services between clients and post offices, ensuring timely pickups and deliveries
• Complete PO Box Sweeps weekly to ensure no mail is left behind for Retail Lockbox clients
• Source and vet new courier services in cities/states where new PO Boxes are being established
• Open and close PO Boxes in coordination with internal stakeholders, ensuring timely setup and proper documentation
• Manage all PO Box keys, including secure handoff to couriers with proper documentation and tracking
• Review and reconcile monthly courier invoices to ensure accuracy and appropriate billing
• Address and resolve courier and Post Office issues
• Perform other duties as assigned

Operations Vendor Coordination:

• Manage relationships with key service vendors, including building maintenance, courier/post office services, shredding, recycling, and office equipment providers
• Coordinate with Secure Shredding and Recycling vendors to ensure timely pickups and compliance with disposal protocols
• Maintain a vendor contact log and service calendar to ensure proactive scheduling and communication
• Perform other duties as assigned

General Operations Support:

• Assist with shipping and production tasks as needed to support daily operational workflows
• Provide backup coverage for key operational roles during absences or peak volume periods
• Support cross-departmental initiatives and special projects as assigned

Qualifications:

Minimum:

• A high school diploma or general education degree (GED) required; some college preferred
• Proven ability to optimally connect with all levels of management and team members
• Proven organizational and project management skills
• Professional appearance and demeanor
• Ability to work quickly and efficiently
• Strong digital literacy is required of Office (Word, Excel, PowerPoint, etc) Internet, typing, other databases and spreadsheet software

Competencies:

• Able to remain highly organized in a loosely structured, fast-paced environment
• Energetic and strong willingness to learn
• Flexible with schedule and working hours

Retail Lockbox, Inc. is committed to maintaining a diverse workforce and an inclusive work environment. Retail Lockbox, Inc. believes all persons are entitled to equal employment opportunity and does not discriminate against employees or applicants because of race, creed, color, religion, sex, national origin, citizenship, military status, age, marital status, ancestry, disability, gender identity, sexual orientation, or any other consideration made unlawful by applicable federal, state, or local laws. Equal employment opportunity will be extended to all persons in all aspects of the employer-employee relationship, including recruitment, hiring, upgrading, training, promotion, transfer, discipline, layoff, recall, and termination. Retail Lockbox, Inc. participates in the E-Verify program to verify the right of all new employees to legally work in the United States, as required by law.

Job Type: Full-time

Pay: $ $29.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Ability to Commute:

• Seattle, WA Required)

Work Location: In person