Mailroom Coordinator

Primary Purpose of Position:

Daily processing of all company mail and management of office paper/stationery supply inventory.

Essential Functions:

• Receive and distribute all incoming inter-office, US Postal Service mail and Express mail packages. Process all outgoing interoffice, Federal Express and general mail.
• Order standard paper supplies and other miscellaneous office and kitchen/café supplies. Manage the paper supply inventory. Unpack paper and supplies and maintain supply rooms, keeping areas neat and organized. Involvement in RFP process with new vendors, as appropriate.
• Order, receive and review all standard stationery product orders through the corporate on-line vendor. Conduct and track monthly inventories of stationery products, recommend orders and place orders, as appropriate. Maintain an emergency supply of products that require lead time to replace.
• Order and maintain copier and fax machine supplies. Fulfill work orders for adding toner cartridges for copiers and faxes. Follow up with technicians regarding service calls for this equipment and assist users with general operational problems.
• Oversee the vending machine and deliveries. Review services on a regular basis and make recommendations about delivery adjustments, as necessary.
• Handle inter-office mail pouches, i.e., distribution of contents in the morning and shipping of the pouches at the end of the day.
• Maintain supplies for overnight courier services, i.e., Eastern connection, Federal Express (airbills, envelopes and boxes).
• Ship and receive various types of packages.
• Monitor and maintain the Pitney Bowes mail equipment and its operation. Record and report monthly usage to Office Manager.
• Meter and process company mailings (including weekly check runs and monthly statement runs).
• Assist with the Company Archive File Process. Monitor Archive File email inbox for transaction communications and ensure boxes are delivered and/or picked up as scheduled. Communicate with Iron Mountain, as necessary, to ensure smooth transfer of records.
• Update the Mailroom Operations Manual and the sorting lists, as needed.
• Miscellaneous deliveries and/or assignments as directed by Office Manager.
Perform special projects as assigned by Office Manager.

Requirements and Qualifications

• High School diploma or GED required.
• 1+ years of progressively responsible administrative or office clerk experience required.
• Excellent organizational skills with the ability to set priorities, multitask and meet deadlines.
• Demonstrated ability to determine needs and achieve results without close supervision.
• Demonstrated ability to take initiate and lead projects.
• Ability to effectively interface with all departments of the company and to represent the company in a highly professional manner with proven customer service skills.
• Superior verbal and written communication skills.
• Excellent analytical skills.
• Ability to work independently and also as part of a team.
• Exhibits and champions excellence in work and willingness to embrace change.
Proficiency with Microsoft Office Applications.

Physical Requirements

• Involves work of a general office nature usually performed standing such as collecting, sorting and delivering mail; and working with office supplies in supply room/mailroom.
• Involves work of a general office nature usually performed sitting such as computer work, processing orders and paperwork, etc.
• Involves movement between departments and between floors to facilitate work
Lifting is necessary and generally requires incumbent to manage lifting and moving office supply boxes generally weighing 20-30 lbs.

Internal and External Contacts

This position interacts will all Boston Properties employees and certain Boston Properties corporate vendors.

Reporting Structure:

This position supports all departments directly and indirectly and reports directly to the Office Manager. The Office Manager provides oversight and supervision to include annual performance evaluations.

Salary Range:

$50,000 - $58,000. BXP offers a competitive total rewards package including base salary and annual discretionary bonus. The range represents expected base salary; compensation will be determined based on role, skills, experience, qualifications, location, and other job-related factors. Our comprehensive benefits include medical and dental coverage, a retirement savings plan with competitive company match, backup childcare, educational assistance, employee support programs, a generous commuter transit subsidy and more. Additional details will be provided during the hiring process.