Facilities Coordinator

Facilities Coordinator

The Facilities Coordinator provides essential operational support to American Bible Society, serving as the primary point of coordination for facilities invoicing, mail and package services, copier/printer fleet management, refreshment services, office supplies, and related administrative functions at Philadelphia HQ. This position reports to the Senior Director of Facilities.

Key Responsibilities:

• Process, code, and submit vendor invoices for mail, shipping, copier/printer, and facilities service contracts; maintain monthly financial reports and departmental cost chargeback records with accuracy and timeliness.
• Manage postal and common carrier accounts, including contract administration, postage machine maintenance, and reconciliation of carrier invoices (USPS, UPS, FedEx, and related vendors).
• Oversee shipping and receiving operations, ensuring accurate tracking, documentation, and invoicing for all inbound and outbound packages and freight.
• Safely and securely receive and process all incoming mail, including cash receipts and return mail, in accordance with ABS policies and procedures.
• Manage the copier/printer fleet, including maintenance coordination, supply replenishment, service contract administration, and vendor relationship management.
• Coordinate facilities service contract invoicing and payment tracking in partnership with the Facility Manager.
• Maintain office supply inventory, including ordering, restocking, and budget tracking for the supply closet and related areas.
• Oversee refreshment service areas, including product ordering, restocking, and routine maintenance of beverage and coffee equipment.
• Provide training to staff on copier/printer and print management systems as needed.
• Support the Facility Manager with facilities-related projects and administrative tasks as required.

Qualifications:

• High School Diploma or equivalent required; Associate's degree in Business Administration, Office Management, or a related field preferred.
• 13 years of experience in mailroom operations, facilities coordination, or a similar administrative support role. Prior experience with NetSuite or similar invoice management software strongly preferred; working knowledge of postage meter machines, copier/printer fleet maintenance, and carrier shipping systems (UPS, FedEx, USPS).
• Office 365, Invoice management, Postage Meter Machines, Package Reception System, Canon UNIflow program. Preferred: familiarity with UPS/FedEx/USPS carrier billing systems and NetSuite ERP.

Physical Demands/Work Environment

The employee is regularly required to stand, walk, reach, bend, stoop, and use hands to handle materials. This position requires the ability to lift and carry packages and materials weighing up to 50 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role.

The role requires the safe operation of material handling equipment, including carts, hand trucks, pallet jacks, and hydraulic dock equipment. Use of elevators and other building systems to transport materials between floors is expected.

American Bible Society is committed to providing equal employment opportunities to qualified individuals with disabilities and ensuring a workplace free from discrimination. In accordance with the Americans with Disabilities Act (ADA) and other applicable laws, we will provide reasonable accommodations to qualified individuals with disabilities to enable them to participate in the application process and perform the essential functions of their job.

Office Location: ABS Headquarters (Philadelphia)

Core Hours: 7:30 a.m. - 4:00 p.m.

Travel Required: Occasional travel to local postal service and carrier shipping locations (e.g., USPS, UPS, FedEx) to process outgoing and certified mail and package shipments.

Additional Information:

• Candidates must pass a background check as a condition of employment. This may include criminal history, credit checks, and verification of employment and education history.
• Employment is contingent upon satisfactory reference checks.
• Candidates must provide proof of eligibility to work in the United States.
• Candidates must sign and agree to uphold the ABS Affirmation of Biblical Community as a condition of employment.

Our mission is to make the Bible available to every person in a language and format each can understand and afford so all people may experience its life-changing message.

American Bible Society is committed to providing equal employment opportunities to all applicants and employees, in accordance with federal, state, and local laws. We believe in the inherent dignity and worth of every individual, created in the image of God, and strive to reflect Christ's love and justice in our employment practices.

We do not discriminate on the basis of race, color, national origin, sex, age, disability, veteran status, genetic information, or any other protected status. Our commitment to diversity and inclusion is rooted in our Christian faith and values, which call us to love and respect all people.

As a faith-based organization, we require employees to affirm and uphold our Christian beliefs as a condition of employment. This requirement is consistent with our mission and ensures that our work environment aligns with our core values and deeply held religious principles.