Coordinator, Facilities & Mailroom Services

Job Description

Job Description

Overview

GIRL SCOUTS OF THE USA

Founded in 1912, Girl Scouts of the USA (GSUSA) is the preeminent leadership development organization for girls and the leading authority on their healthy development. Millions of Girl Scout alums across the country and the world have gone on to achieve incredible things and make a tremendous impact in fields ranging from public policy, medicine, journalism, and athletics to international relations, science, technology, art, and entertainment.

As a mission-driven organization, Girl Scouts of the USA champions girls as they explore their worlds, try new things, and develop the courage, confidence, and character to make the world a better place. From stargazing during a first overnight camping trip to building robots, navigating a rocky hiking trail, working together on a community project, and learning about the importance of environmental stewardship, Girl Scouts of all backgrounds and abilities can unapologetically be themselves as they rise to meet new challenges and discover the issues that matter most to them. Along the way they learn the power of friendship, connection, and teamwork.

Girl Scouts are doers, innovators, problem-solvers, creators, and dreamers, and the GSUSA team is here to center, support, and inspire them, working with 111 local councils across the country and USA Girl Scouts Overseas to deliver our life-changing Girl Scout Leadership Experience.

Responsibilities

COMMUNITY DESCRIPTION

The Finance and Procurement division is responsible for protecting the assets of GSUSA and the Movement. The division employs strong governance, sound financial principles and organization wide internal controls to ensure that the assets are safeguarded. The team is divided into four distinct functions : Controllers, Treasury, Procurement, Financial Planning and Analysis and National Properties.

The team is responsible for fiscal reporting and requirements; management and growth of three distinct investment portfolios; ensuring the fulfillment of the sponsor and fiduciary responsibilities for the Girl Scouts of the USA pension plan, the National Council retirement plan that includes 98 council employers and the 401 K employee defined contribution plan; managing and forecasting cash flow and liquidity and maintaining external relationships with financial institutions; the development of the annual budget and forecast to support the strategic direction of the organization and its annual objectives.

The team provides reporting and analyses of the operating results to the Executive team that allows them to make clear and sound business decisions. The team provides analytical rigor and skills to the other communities to ensure that investments are justified, targeted metrics are met, and variances are clearly delineated.

POSITION SUMMARY

The Facilities and Office Services Coordinator will report to the General Manager of the National Headquarters of Girl Scouts of the USA located in New York, NY.

The role will assist the General Manager with facilities-related tasks, including : scheduling appointments for preventive maintenance with multiple vendors; overseeing and maintaining the certificates of insurance for all vendors and contractors; requesting contract renewals from current contract vendors; scheduling and coordinating repairs; interacting with the building staff; entering invoices in DocuSign with proper backup for the General Manager to review and approve; and performing clerical duties.

Additionally, the role will serve as the primary on mailroom operations including : inbound mail sorting and distribution; accountable mail processing and tracking; outbound mail and package processing; drop off mail and packages as needed at local FedEx and USPS facilities; identify the most cost-effective shipping option based on the type of shipment; development of Standard Operating Procedures for mailroom operations; development of and adherence to quality assurance tied to key performance indicators; reporting on mailroom metrics to include inbound / outbound mail and packages volumes and postage spend; serve as an expert on USPS policies and procedures four outbound mailings.

Additional daily support tasks include conference room set up and breakdown; restock coffee, snacks, and supplies in breakrooms; maintain existing equipment and promptly report maintenance issues; maintaining an organized mailroom, supply room and adjacent rooms; and assisting with additional support tasks as assigned. The candidate must have the capacity to lift 30 pounds.

ESSENTIAL RESPONSIBILITIES - Primary duties of the position

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Responsibilities

Track, manage, and process overnight packages, Inbound / Outbound mail sorting, distribution, processing, and tracking. Drop off mail and packages as needed at the local FedEx and USPS facilities

Organize and maintain a clean mailroom, workstation, supply room, facility closets, and storage rooms.

Managing Copiers, Fax Machines, and Coffee Machines. Maintain an organized and clean copy room areas. Maintain existing equipment and promptly report any maintenance issues

Restock coffee machines, snacks, and supplies in the pantries, and clean and maintain the coffee machines and Keurig machines. Clean and maintain these areas

Assist with quality assurance tied to key performance and reporting on mailroom metrics. Serve as an expert on USPS policies and procedures for outbound mailings.

Assist the General Manager as directed, such as scheduling appointments for preventive maintenance with vendors. Oversee and maintain the certificates of insurance for all vendors and contractors. Request contract renewals from current contract vendors. Scheduling and coordinating repairs. Interacting with the building staff. Entering invoices in DocuSign with proper backup for the General Manager to review and approve. Performing clerical duties as needed.

Data entry, tracking, and reporting

• Enter invoices into DocuSign as received.
• Track all costs and charges for postage and FedEx
• Provide a weekly maintenance report for the coffee machines

Light cleaning as needed

Other Duties : Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job.

REQUIRED COMPETENCIES

Ability to work within defined procedures established by National Properties

REQUIRED TECHNICAL SKILLS

Computer skills

Office 365 proficiency emphasis in Word, PowerPoint, and Excel

Email skills

REQUIRED EDUCATION AND EXPERIENCE (i.e., degrees, certifications)

Degree or Equivalent Experience :

NA

Minimum Years of Experience : 3 years of experience working in a professional environment