Facilities Administrator Mailroom

About the role

As a Facilities Administrator for mailroom operations, you'll serve as the backbone of daily communication flow, ensuring seamless mail and package distribution across the facility. This role places you at the heart of operational excellence, where your attention to detail and organizational skills directly impact how efficiently the workplace functions. You'll manage the complete lifecycle of incoming and outgoing correspondence, from sorting and distribution to vendor coordination and tracking systems. You'll work collaboratively with facilities teams, building occupants, and external courier services to maintain mailroom standards that reflect commitment to operational excellence. This position offers the opportunity to develop expertise in facilities operations while contributing to the seamless experience that defines workplace environments.

Key responsibilities

• Sort, process, and distribute incoming mail, packages, and courier deliveries to appropriate recipients throughout the facility in a timely and accurate manner
• Manage outgoing mail services including metering, weighing, labeling, and coordinating pickups with postal services and courier vendors
• Maintain accurate tracking systems and logs for all packages and certified mail, ensuring proper documentation and chain of custody
• Operate mailroom equipment including postage meters, scales, label printers, and package scanning systems while performing routine maintenance checks
• Respond to inquiries from building occupants regarding mail delivery status, package tracking, and mailroom procedures with professionalism and efficiency
• Coordinate with building security and reception teams to manage package storage, oversized deliveries, and special handling requirements
• Maintain organized mailroom spaces, ensuring all supplies are stocked and work areas remain clean, safe, and compliant with facility standards
• Process mail forwarding requests, return-to-sender items, and undeliverable correspondence according to established protocol

About you

• High school diploma or equivalent educational credential
• 1-2 years of experience in mailroom operations, facilities support, or similar administrative role
• Demonstrated ability to lift and move packages weighing up to 50 pounds regularly throughout the workday
• Strong organizational skills with proven ability to manage multiple tasks and prioritize effectively in a fast-paced environment
• Proficiency with basic computer applications including email, tracking software, and database entry systems
• Excellent attention to detail and accuracy when handling confidential materials and sensitive correspondence
• Professional communication skills and customer service orientation when interacting with building occupants and vendors
• Preferred: Experience working in corporate facilities, commercial real estate environments, or large-scale office buildings
• Preferred: Familiarity with postal regulations, shipping carrier systems (UPS, FedEx, USPS), and international mailing procedures
• Preferred: Knowledge of mailroom management software or computerized tracking systems