Mail & Building Services Coordinator (New York)

Contract Length: 10 Months / Start ASAP

Hours: Monday-Friday 9:00-5:00pm with one hour unpaid lunch break (35 hours max per week)

Location: Fully on-site at Long Island City office (27-01 Queens Plaza N, Long Island City, NY 11101)

Pay Rate: $32.00/hr. The Mail & Building Services Coordinator is responsible for supporting day-to-day workplace operations, mail services, shipping and receiving activities, employee workplace experience, and facility service delivery. This position serves as a liaison between employees, business stakeholders, vendors, and the Integrated Facility Management (IFM) team to ensure the efficient operation of office facilities and workplace services. The role coordinates mail operations, facility-related service requests, vendor activities, conference room support, employee moves, workplace communications, and building operations while maintaining a safe, functional, and service-oriented environment. The position supports operational excellence through proactive issue identification, vendor coordination, reporting, and continuous improvement initiatives.

Primary Responsibilities: Mail & Shipping Operations: Process outbound domestic and international parcels and envelopes utilizing approved shipping systems to meet daily carrier deadlines. Ensure customs documentation, commercial invoices, certificates, and other required shipping documentation are accurately completed for international shipments. Receive, sort, distribute, and process incoming mail, courier deliveries, and packages. Maintain shipping records and provide shipment tracking, proof of delivery documentation, and delivery status updates. Monitor and replenish mailroom, shipping, and packaging supplies as required. Completed required hazardous materials shipping training and ensure compliance with all federal transportation regulations. Ensure shipping procedures comply with FAA, DOT, carrier, and company requirements. Monitor and order when necessary, all domestic and international shipping supplies. Coordinate and follow up with vendors to expedite Domestic and International mailings. Perform other tasks and projects as directed by the Mail Office Manager and Director of Facilities.

Additional Job Responsibilities: Conduct daily facility walkthroughs to identify operational, maintenance, housekeeping, safety, and workplace concerns. Coordinate the resolution of building-related issues through the IFM service provider and appropriate vendors. Monitor service requests through the facility management platform and ensure issues are resolved within established service levels. Maintain awareness of ongoing maintenance activities and communicate impacts to business stakeholders. Assist with office opening and closing procedures, building readiness inspections, and operational checks. Support workplace events, employee activities, and special projects as assigned. Partner with building engineering teams on HVAC, lighting, plumbing, environmental, and comfort-related concerns. Coordinate with IFM vendors including janitorial, engineering, security, mail services, pest control, and specialty contractors. Monitor vendor performance and escalate recurring service deficiencies to management. Perform additional duties and special projects assigned by management.

Minimum Experience Required: 3-5 years of experience in mail services, facilities, workplace services, hospitality, corporate office operations, or a related field. Experience working in a corporate office environment supporting facility operations. Experience coordinating vendors and service providers preferred.

Education: High School Diploma or equivalent required. Skills & Competencies: Strong customer service orientation. Excellent verbal and written communication skills. Ability to prioritize multiple tasks in a fast-paced environment. Strong organizational and problem-solving skills. Proficiency in Computer applications. Ability to work collaboratively with employees, vendors, and IFM partners. Knowledge of workplace safety practices and facility operations. Experience with shipping systems and package tracking technologies.