Materials & Office Operations Coordinator

Job Description

Job Description

Position Summary

The Materials & Office Operations Coordinator supports United Way of Central Maryland by coordinating all materials, managing off‑site storage and distribution, and maintaining accurate physical inventories. This role serves as the primary point of contact for mail handling, UPS/USPS/FedEx shipments, courier services, and daily supply needs. Responsibilities also include access security management, meeting room coordination, event calendar maintenance, supply ordering, postal pickups/drop‑offs, inventory control, payment requests, billing support, and ensuring shared spaces such as refrigerators remain clean and sanitary.

Essential Duties & Responsibilities

Coordination – 60%

• Support access security management and building entry protocols.
• Arrange meeting rooms and ensure readiness for staff and visitors.
• Maintain the calendar for upcoming office events.
• Maintain and monitor campaign materials; report shortages to Marketing.
• Control packing and shipping quality.
• Prepare campaign material packages for shipment or pickup.
• Receive, organize, and stock campaign materials and office supplies.
• Receive, move, and organize in‑kind donations.
• Maintain office assets in good working order.
• Assist with special event setup and breakdown.
• Maintain supply levels (water coolers, coffee service areas).
• Assist staff with light construction projects.
• Support volunteers and staff with campaign material coordination.
• Collect and dispose of recycling with vendor services.
• Order materials (paper, toner, print cartridges) and pick up orders as needed.
• Manage postal pickups and drop‑offs.
• Ensure office refrigerators remain clean and sanitary.
• Conduct inventory of supplies and maintain accurate stock levels.

Shipping – 20%

• Utilize UPS, USPS, FedEx, and courier services for shipping campaign materials.
• Exercise sound judgment in selecting the most effective vendor for shipments.

Administration – 20%

• Perform physical inventories as required.
• Maintain accurate logs for UPS, USPS, FedEx, and courier services.
• Distribute mail and faxes as needed.
• Coordinate and distribute county mail.
• Process payment requests & billing.

Accountability

• Consistent follow‑through on assigned tasks.
• Excellent customer service and teamwork.
• Accurate preparation, sorting, and distribution of interoffice, county, and external mail.
• Cross‑functional performance meeting departmental standards for quality and deadlines.
• Staying informed on UPS, USPS, FedEx, and courier service developments.

Interaction

Regular interaction with:

• UWCM Staff
• Technical Service Staff
• Loaned Representatives
• Volunteers
• Visitors

Qualifications & Requirements

• High School diploma or GED; minimum one year of experience in general labor, shipping, or receiving. AA degree preferred.
• Valid MD driver’s license; insurable.
• Must have reliable transportation.
• Detail‑oriented self‑starter with strong follow‑through.
• Consistent production of quality work.
• Knowledge of UPS, USPS, FedEx, and courier shipping requirements.
• Ability to identify problems and offer solutions.
• Strong judgment and ability to prioritize workload.
• Professional communication and customer service skills.
• Ability to work under pressure; strong common sense.
• Team‑oriented and cross‑functional.
• Mechanical aptitude; ability to use common tools.
• Ability to lift and move boxes/materials over 50 lbs.
• Willingness to learn.
• Accurate record‑keeping and strong mathematical skills.
• Safety‑minded for self and others.

Physical Demands

This position requires periods of standing and the ability to lift moderately heavy objects (minimum 40 lbs). Must be able to move, load, and stock materials using equipment as needed. Occasional exposure to paper dust and machine noise may occur.