Mail & Office Supply Coordinator

Position: Mail and Office Supply Coordinator

Department: Safety and Security

Status: Full-Time (Non-exempt)

Position Summary

The Mail & Office Supply Coordinator is responsible for overseeing daily mail operations and office supply management for the facility. This position ensures the efficient receipt, sorting, and distribution of U.S. mail and interdepartmental correspondence. Additionally, the role includes maintaining office supply inventory, placing orders as needed, and ensuring all shipping and receiving activities comply with safety and regulatory standards.

Primary Responsibilities

• Receive, sort, and distribute incoming U.S. mail and interdepartmental mail in a timely and organized manner.
• Prepare and process outgoing mail, including USPS, FedEx, UPS, and other courier services.
• Maintain accurate logs of incoming and outgoing shipments as required.
• Coordinate with departments to ensure proper mail handling and delivery.
• Identify and escalate any mail-related issues or delays to the appropriate personnel.
• Ensure all incoming and outgoing shipments comply with company policies and safety regulations.
• Inspect deliveries for accuracy and report any damages or discrepancies.
• Adhere to proper handling procedures for hazardous materials, confidential documents, or other special shipments.
• Maintain compliance with OSHA, USPS, and company safety standards related to mail and shipping operations.

• Monitor and maintain office supply inventory levels for the facility.
• Order and restock supplies as needed, ensuring cost-effective purchasing and vendor coordination.
• Track and reconcile supply usage, reporting any discrepancies or concerns.
• Maintain company vehicles to include regular cleaning, scheduled maintenance, and refueling
• Assist in identifying opportunities to improve efficiency in supply distribution.
• Other duties as assigned.

Minimum Qualifications

• Bachelor's degree required
• Minimum 2-3 years' experience in mailroom operations, shipping/receiving, or inventory management preferred. Security experience preferred, but not required.
• Strong organizational, time-management, customer service, and communication skills
• Attention to detail, especially in tracking inventory and processing shipments.
• Proficiency in basic computer applications (e.g., Microsoft Office, shipping software).
• Understanding of shipping regulations, compliance requirements, and safety protocols.
• Must be detail-oriented and must be able to multi-task while managing time successfully
• Must be available to work during evenings, weekends, and holidays when necessary.
• Must be flexible to work shifts based on facility needs
• Must have a valid driver's license
• Must pass pre-employment screens

Physical Requirements

• Standing for extended periods of time
• Walking throughout the stadium and stadium grounds
• Ability to lift and carry packages (up to 50 lbs) and handle physical aspects of mail distribution.

Work Environment

• This job operates mostly in an outside environment and in a stadium facility where walking and occasional lifting are required.