(212) 406-5800

Facilities and Mailroom Coordinator

Job Description:

Title: Facilities and Mailroom Coordinator

Location: New York, NY (10115)

Rate/Salary: $28-32/hr (65-70K)


Position Summary


The primary responsibilities of this position are to support the Mailroom Specialist and perform day-to-day facility operations, services, and maintenance activities at the New York Office location. The position supports efforts to ensure the company’s mailroom and facilities are properly operating, secured, and maintained in a cost-effective manner while providing a safe, clean, and comfortable work environment. The position provides regular feedback to the CFO on the status of projects, issues, and has regular interaction with employees, The Interchurch Center (TIC) facilities staff and related vendors.


Primary Responsibilities



  • Support Mail Services Specialist
  • Responsible for the general upkeep of the office and board meetings preparation
  • Utilizes own experience to troubleshoot facilities repairs. Determines if outside service calls are necessary and schedules accordingly for the kitchen appliances, copiers, printers, etc. and ensure that facility repairs are executed.
  • Connects and coordinates with TIC office to make sure all facilities repairs are done in the timely manner
  • Interfaces with various vendors and outside support personnel and will receive approval from the CFO in regard to any items that have a cost
  • Monitors recurring facilities issues and provide reports to Chief Financial Officer


Office Services:

  • Responsible for inventory and replenishment of kitchen and office supply. Ensure the workplace is tidy and organized. Order, maintain, disperse and stock all kitchen, shipping, copier/printer and general office supplies. 
  • Daily upkeep and weekly replenishment of milk, tea and coffee supplies in the kitchens on two floors
  • Stock and organize supplies cabinets on both two floors and sub-basement storage rooms
  • Maintains records for management reports and inventories of supplies needed
  • Manage inventory list
  • Assists with internal office relocations
  • Coordinates with the cleaning personnel for facility’s housekeeping
  • Ensures daily delivery of morning newspapers; check all copiers for paper supply
  • Assist with duplicating and binding services, including but not limited to all Board of Managers materials, Cabinet meetings, Key Members, Retirement Strategy, etc.
  • Assists with special projects (Archives, Board meetings, committees, facility changes, etc.)
  • Works with and interacts with staff in conformity with the Desired Behaviors expected of all company personnel
  • Assist in coordination of record retention (Iron Mountain-online retrieval system) and report issues on a quarterly basis
  • Visitation program; coordinates the supplies needed to prepare the traveling packages for all visitors in the Spring and Fall programs


Mail Services:

  • Assist in the production, fulfillment and mailing of monthly invoices
  • Assist with mail, including batch fulfillment e.g., Welcome Kits, faxes and scans, copies, shredding and/or mail room general work
  • Serves as a backup for Mail Services Specialist
  • Other duties as assigned and required


Qualifications/Position Requirements


  • Proof of Full COVID vaccination
  • High School diploma, GED or equivalent required
  • 2 years of relevant experience
  • Excellent time management and organization skills
  • Strong problem solving skills with ability to exhibit effective ways to resolve issues
  • Friendly and supportive service orientation
  • Strong interpersonal skills; ability to work well with others internally and externally
  • Dependability and punctuality required
  • Strong organization skills and detail oriented
  • Knowledge of Microsoft Word and Excel