Manager, Facilities & Mailroom

Job Title: Manager, Facilities & Mailroom

Department: Facilities

Reports To: Director of Facilities

FLSA Status: Management - Exempt

Summary:

Under supervision of the Director of Facilities, the Manager of Facilities & Mailroom manages the staff, utilizes the facilities management software, prioritizes, coordinates, and monitors all facilities, and backs up record management requests during absences, providing a superior level of customer service. Diplomatically handles all facilities requests, using resources as required.

Essential Duties and Responsibilities:

• Manage daily mailroom processes (digital mail, processing of outgoing mail, member service mailings, etc)
• Manage mailing projects (daily CGC mailings, weekly dues mailing, RS, DOE, etc)
• Maintain mailroom equipment (acquire service for equipment, maintain postage on machine)
• Manage employee scheduling and work performance
• Manage BRE accounts, monitoring postage levels
• Manage envelope / printed material / postal supplies inventory.
• Oversees employee training and coaching on department process
• Oversees and supports employee disciplinary action process and reports
• Evaluates employee files to ensure appropriate behavior and performance, in accordance with the Employee Policy & Procedures Handbook and/or Local 153 Union contracts
• Maintains yearly planner to account for all staff personal, vacation, and sick days
• Attends US Postal Service meetings and seminars
• Perform other tasks as required by management/supervisory staff
• Assist in large scale space planning projects:
  • Liaison with the appropriate vendors based on what’s needed (architect, furniture vendor)
  • Track all aspects of ordering furniture: double-check all details of a furniture quote, invoice approvals and payments, delivery, staging and installation

Backing up the Facilities Assistant:

• Calendar management for all Funds reservations (and some Union)
• Fulfilling specific Angus work tickets:
  • Signage Request
  • Key Request
  • Furniture and Furniture Repair Requests
  • Water Filtration Machine Issues
• Escorting shredding company to empty bins every other Tuesday
• Placing file orders and delivering file requests from Docusafe
• Resolving DocuSafe issues
• Maintaining a current and accurate census
• Maintaining a neat and accurate key cabinet. Ensure physical inventory matches electronic list
• Arrange Messenger service
• Administer Petty Cash
• Placing repair calls to appropriate vendors (Aquatechniques and ASA Vending, Track-IT tickets)

Interpersonal and Technical Skills:

• Detail oriented with excellent organization, motivation, influencing, analytical thinking, communication, negotiation, critical thinking, and problem-solving skills
• Ability to plan and take initiatives to accomplish objectives in timely fashion
• Ability to prioritize work and meet deadlines
• Ability to establish and maintain effective working relationships with vendors, project team members, supervisors, and employees from other departments
• Excellent decision-making, leadership and team building capabilities
• Strong attention to detail and follow-up
• Ability to read schematics and blueprints
• Ability to read/follow a floor plan
• Knowledge of various furniture pieces throughout the dept. (an office setup vs. a workstation setup)

Education and/or Experience:

• High School, GED, or combined work experience and education
• 5+ years of management experience in operations management, mail center operations, or facilities management
• 5+ years of people management and supervisory experience

Language Skills: Speak, read, write and understand English

Reasoning Ability: High

Certificates, Licenses, Registrations: None

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.

• Under 1/3 of the time: Standing, Walking, Climbing or Balancing, Stooping, Kneeling, Crouching, or Crawling
• 1/2 to 2/3 of the time: Sitting, Reaching with Hands & Arms
• Over 2/3 of the time: Talking or Hearing
• 100% of the time: Using Hands