Office Services & Facility Maintenance Assistant

Office Services & Facility Maintenance Assistant

A multi-state commercial insurance carrier is seeking an Office Services & Facility Maintenance Assistant to support efficient mailroom operations and assist with minor maintenance tasks that contribute to the overall condition, safety, and functionality of the facility and grounds. This versatile, hands-on role requires strong organizational skills, attention to detail, and the ability to perform physical tasks.

This position is onsite at our Long Beach, NY location and cannot be performed remotely. Typical hours are Monday through Friday 9am-5pm with an hour for lunch (35 hours a week). You will be eligible for a full benefits, 3 weeks' vacation time, and sick time.

Key Accountabilities/Deliverables:

• Receive, sort, and distribute incoming mail, packages, and inter-office correspondence in a timely manner
• Prepare outgoing mail and packages for shipment, ensuring proper packaging, labeling, and postage using mailroom equipment such as postage meters and scanners
• Coordinate pickups and deliveries with various external courier services (e.g., USPS, FedEx, UPS).
• Maintain accurate logs and records of all incoming and outgoing tracked shipments and deliveries using mailroom software or systems
• Monitor and manage the inventory of mailroom and general office supplies (e.g., envelopes, paper, packaging materials), placing orders as needed to ensure adequate stock levels
• Handle confidential or sensitive mail and documents with discretion according to security protocols.
• Perform minor interior and exterior building repairs, including basic carpentry, painting, plumbing, and general upkeep
• Conduct routine inspections of the facility and grounds to identify maintenance needs or safety hazards; report findings to the Facility Manager
• Perform light cleaning duties as needed (sweeping, mopping, vacuuming, emptying recycling bins, etc.)
• Assist with meeting room setups, internal events, and general office support tasks
• Move office furniture and assist with desk relocations, office cleanouts, and workspace adjustments.
• Escort or supervise external contractors performing maintenance, repairs, or installation work within the building

Technical Knowledge and Understanding:

• High school diploma or general education degree (GED) required.
• Basic computer proficiency (Microsoft Office & Outlook as well as data entry)
• Familiarity with mail processing equipment (postage meters, scanners)
• Ability to use basic maintenance tools and equipment
• A valid driver's license and a clean driving record may be required for offsite mail runs or picking up supplies.

Experience:

• Prior experience in a mailroom, shipping/receiving, facilities, or building maintenance role preferred.
• Ability to perform physical activities including standing for extended periods, lifting, pushing, pulling, and carrying items up to 50 lbs (or more with equipment such as a dolly)
• Strong organizational skills, attention to detail, and time-management abilities
• Effective problem-solving skills and strong communication and interpersonal abilities
• Demonstrated reliability, self-motivation, and ability to work independently
• Customer-service oriented and adaptable to changing priorities and situations

The expected pay range for the role is $40,000 - $44,000. The specific offer will depend on an applicant's skills and experiences. The disclosed pay range estimate may also be adjusted for the applicable geographic differential for the location in which the position is filled.Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over work authorization sponsorship now or in the future for this position.