Mail & Building Services Coordinator (New York)

*W2 Contract Only*

Job Title: Mail & Building Services Coordinator

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.