Coordinator, Facilities & Office Services

Facilities And Office Services Coordinator

The Facilities and Office Services Coordinator will report to the General Manager of the National Headquarters of Girl Scouts of the USA located in New York, NY.

The role will assist the General Manager with facilities-related tasks, including: scheduling appointments for preventive maintenance with multiple vendors; overseeing and maintaining the certificates of insurance for all vendors and contractors; requesting contract renewals from current contract vendors; scheduling and coordinating repairs; interacting with the building staff; entering invoices in DocuSign with proper backup for the General Manager to review and approve; and performing clerical duties.

Additionally, the role will serve as the primary on mailroom operations including: inbound mail sorting and distribution; accountable mail processing and tracking; outbound mail and package processing; drop off mail and packages as needed at local FedEx and USPS facilities; identify the most cost-effective shipping option based on the type of shipment; development of Standard Operating Procedures for mailroom operations; development of and adherence to quality assurance tied to key performance indicators; reporting on mailroom metrics to include inbound/outbound mail and packages volumes and postage spend; serve as an expert on USPS policies and procedures for outbound mailings.

Additional daily support tasks include conference room set up and breakdown; restock coffee, snacks, and supplies in breakrooms; maintain existing equipment and promptly report maintenance issues; maintaining an organized mailroom, supply room and adjacent rooms; and assisting with additional support tasks as assigned. The candidate must have the capacity to lift 30 pounds.

Essential Responsibilities

Track, manage, and process overnight packages, Inbound/Outbound mail sorting, distribution, processing, and tracking. Drop off mail and packages as needed at the local FedEx and USPS facilities

Organize and maintain a clean mailroom, workstation, supply room, facility closets, and storage rooms.

Managing Copiers, Fax Machines, and Coffee Machines. Maintain an organized and clean copy room areas. Maintain existing equipment and promptly report any maintenance issues

Restock coffee machines, snacks, and supplies in the pantries, and clean and maintain the coffee machines and Keurig machines. Clean and maintain these areas

Assist with quality assurance tied to key performance and reporting on mailroom metrics. Serve as an expert on USPS policies and procedures for outbound mailings.

Assist the General Manager as directed, such as scheduling appointments for preventive maintenance with vendors. Oversee and maintain the certificates of insurance for all vendors and contractors. Request contract renewals from current contract vendors. Scheduling and coordinating repairs. Interacting with the building staff. Entering invoices in DocuSign with proper backup for the General Manager to review and approve. Performing clerical duties as needed.

Data entry, tracking, and reporting

*Enter invoices into DocuSign as received.

*Track all costs and charges for postage and FedEx

*Provide a weekly maintenance report for the coffee machines

*Light cleaning as needed

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job.

Required Competencies

· Ability to read and comprehend instructions for shipping and receiving packages.

· Knowledge of computer operations

· Physical stamina to lift 30-pound packages.

· Experience in exercising judgment in identifying priority work.

· Knowledge of identifying and reporting safety problems

Ability to work within defined procedures established by National Properties

Required Technical Skills

Computer skills

Office 365 proficiency emphasis in Word, PowerPoint, and Excel

Email skills

Required Education and Experience (i.e., degrees, certifications)

Degree or Equivalent Experience: NA

Minimum Years of Experience: 3 years of experience working in a professional environment

Required Technical Skills

Salary Range $50,000.00 - $55,000.00

Featured Benefits:

What We Offer:

Girl Scouts is powered by people, and we encourage our team members to be their best selves in and out of the office. We place a high priority on flexibility and offer a competitive employee salary and benefits package that includes:

Paid Time Off:

GSUSA offers 20+ days of paid time off, 2 floating holidays, as well as 9 workplace holidays, and year-round early closures on Fridays and preceding most holiday weekends. GSUSA staff also enjoy a paid holiday year-end office closure between Christmas and New Year's.

Other Benefits:

• Medical and Behavioral Health Coverage
• Health Savings Accounts (HSAs) and Flexible Spending Accounts (FSAs) including Health, Dependent Care, and Limited FSA for those with Health Savings Accounts
• Company-paid life insurance
• Flexible work arrangements
• 12 weeks of paid parental leave
• 401(K) with company match
• Sick leave
• Short- and Long-Term Disability for salary continuation
• Health and Wellness Classes and Activities throughout the year
• Access to Employee Engagement Groups

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.

Work Environment: This job operates in a professional office environment.

Position Type / Expected Hours of Work: This is a full-time position. Days and hours of work are Monday through Friday for 8a – 5p. Occasional additional days and or hours may be required as job duties demand.

AAP/EEO Statement: GSUSA is an equal employment opportunity employer.