Mail Room and Office Manager

ROLE SUMMARY

We are currently seeking an organized and dynamic individual to join our team as a Mail Room and Office Manager. This dual role is integral to the smooth operation of our daily office functions, combining the meticulous handling of our mail room operations with the proactive management of our office environment.

The successful candidate will be responsible for streamlining mail distribution, managing office supplies, and ensuring our workspace is efficient and well-coordinated.

If you are passionate about providing support across a range of administrative tasks and enjoy working in a fast-paced setting, we encourage you to apply.

This is fully on-site role in our San Francisco office.

Requirements

ESSENTIAL FUNCTIONS

• Oversee the day-to-day operations of the office, including office supplies inventory and maintenance of office equipment
• Maintain and stock supplies for kitchen and break areas (coffee, tea, snacks, plates, plastic ware, cups, etc.)
• Maintain organization, and inspect cleanliness of the kitchen and break areas
• Support organization’s events and All Hands meeting with catering orders and other logistics
• Coordinate office maintenance and repair work, with the property management
• Manage vendor relationships for mail / office services, break room supplies and other office needs
• Manage office budgets and expenses, including invoice processing and tracking of office expenditure
• Sort and distribute all incoming mail to appropriate Federation programs; keep up to date distribution and cross-reference lists and monitor all suspicious mail and packages
• Prepare mailings for Standard, Presorted, and Automation class using?DeskTop?Mailer software; setup new layout, import mailing lists from MS Excel spreadsheets, address assignment, presorting, printing.?
• Manage outgoing mail, including preparing packages, weighing, affording postage, and arranging for pickups or deliveries
• Maintain postal supplies such as stamps, envelopes, and packaging materials
• Operate and troubleshoot mailroom equipment such as postage meters, envelope sealers, and label printers
• Facilitate inter-office communication by delivering messages and documents
• Implement and oversee mailroom procedures to improve efficiency and security of mail handling
• Liaise with postal services, couriers, and other delivery services to ensure timely and accurate mail operations
• Develop and manage a filing and record-keeping system for important documents
• Support administrative staff with photocopying, scanning, and filing as needed

QUALIFICATIONS, KNOWLEDGE, SKILLS, ABILITIES

• Strong organizational and time management skills.
• Excellent communication skills, both written and verbal.
• Attention to detail and problem-solving skills.
• Take initiative and proactively tackle raising challenges.
• Proficiency in office software, including MS Office Suite and email applications.
• Ability to operate and maintain mailroom equipment (e.g., postage meter, printers)
• Knowledge of postal regulations, shipping, and receiving protocols.
• Ability to lift and move packages weighing up to 50 lbs.
• Experience with inventory management and supply ordering.
• Capability to multitask and prioritize daily workload.
• Basic financial skills for budgeting and expense tracking.
• Flexibility to handle a variety of tasks and shift priorities as needed.
• Familiarity with health and safety regulations within an office environment.

EDUCATION AND EXPERIENCE

• High school diploma or equivalent; associate or bachelor’s degree preferred.
• 3+ years of experience in an office management role and / or mailroom operations.

EMPLOYMENT PRACTICES

The Federation views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a company culture where everyone can thrive.

We strive to create a community that draws upon the widest possible talent pool to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

The Jewish Community Federation and Endowment Fund is an equal opportunity employer

Salary Description $72,000 - $84,000 / annuallyWe Offer : A Great Location We’re located in San Francisco's financial district (unless otherwise stated), with close proximity to public transportation, great restaurants, shopping, food trucks, and theater.

Plus, we’re right across the street from the Ferry Building, which is acclaimed for the quality and diversity of its fresh farm products and artisanal foods.

Comprehensive Benefits We provide employer-sponsored medical, vision and dental coverage, company-paid life insurance, 403(b) retirement plans with employer contribution, flexible spending accounts, health savings accounts, and tax-free deductions for transportation and parking.

Read our to get more information. Compensation & Time Off We offer competitive pay and provide up to five weeks of vacation, as well as sick pay, flexible work schedules, federal and Jewish holidays off, and a paid sabbatical.

Our Work Environment We have an inclusive, collaborative, open culture that values people as our greatest asset that’s why we encourage growth and professional development.

We have staff and peer recognition programs and provide ergonomic assessments and accommodations. There is lots of space for your bike, we know how to throw an awesome holiday party, and, when the sun is out, we have amazing rooftop BBQs with a view that spans the entire Embarcadero.

We also enjoy a healthy dose of competition when it comes to baking cook-offs and, yes, we even share those recipes. Our Commitment to Diversity We, the professional staff and volunteer leadership of the Jewish Community Federation and Endowment Fund (the Federation), seek to build a Federation committed to our core tenets of tzedek (justice), kehillah (community), and tikkun olam (repairing the world).

Guided by Jewish values, we will cultivate an organization that is truly representative of our Jewish community and beyond, allowing both our professionals and volunteer leaders to participate as their most authentic selves.

Like the diverse and multicultural community that we are, and in the long history of Jewish peoplehood, we are ever-changing and adapting.

We celebrate and embrace all individuals who make up the fabric of our community, representing all races, ethnicities, religions, denominations, gender identities, gender expressions, sexual orientations, ages, socioeconomic backgrounds, abilities, and national origins, among other identities.

Our many identities are an asset as we build stronger, vibrant, and joyful communal belonging and a resilient ecosystem in which we all thrive, together.

We have a unique role in co-building a safe, engaged, and inclusive Bay Area Jewish community. We recognize and take responsibility for questioning and transforming the bias that has created inequity and stymied belonging across our community.

The Federation commits to consistently conducting our work in line with our core values and building an organizational culture that advances diversity, equity, racial justice, and belonging.

We are identifying areas for growth and learning to implement, process, policy changes, and initiatives internally and in partnership with the Bay Area Jewish community.