Coordinator - Facilities & Mailroom Service

Job title: Coordinator - Facilities & Mailroom Service

About the Role The Facilities & Mailroom Coordinator supports the day-to-day operations of the Facilities Department, ensuring a smooth and professional office environment. This hands-on role manages mail and courier services, office supplies, meeting room setups, and visitor coordination, while serving as a key point of contact for facility-related needs.

What You'll Do

• Manage incoming and outgoing mail and courier shipments; process, sort, and distribute on time
• Coordinate maintenance of mailroom equipment (postage meters, inserter machines) and review courier invoices for coding and processing
• Monitor and respond to general mailbox and voicemail inquiries, ensuring requests are addressed promptly
• Prepare Accounts Payable invoices and bulk shipping documents for daily imaging and recordkeeping
• Maintain meeting rooms, ensuring spaces are properly set up for business needs
• Maintain utility rooms, coffee stations, office equipment supplies, and the Canadian print fleet
• Manage and distribute printed communications; maintain bulletin boards; serve as a point of contact for facility-related requests
• Support workplace health and safety by acting as First Aid responder, maintaining first aid and AED equipment, and assisting the Workplace Health and Safety Committee
• Be flexible for occasional after-hours work and involvement in special projects
• Uphold safety policies and maintain a safe, organized, and efficient workplace

What We're Looking For

• High school diploma or equivalent, with at least 1 year of experience in a mailroom, facilities, or administrative support environment
• Experience handling courier shipments with Purolator, FedEx, and Canada Post; familiarity with international shipping and customs documentation is a strong asset
• Physical ability to lift and move packages, tables, and chairs up to 50 pounds
• Strong computer skills, particularly MS Office (Outlook, Excel, Word)
• Standard First Aid CPR/AED Level C certification preferred (training can be provided)
• Experience with mailroom and office equipment (postage meters, copiers, AV equipment) is beneficial
• Excellent customer service and interpersonal skills; ability to build positive relationships across the organization
• Strong written and verbal communication, high level of organization, and attention to detail
• Ability to manage multiple priorities in a fast-paced environment and meet deadlines

Nice to Have

• Experience with the Canadian print fleet and audiovisual equipment

Compensation & Benefits

• This is an existing position with a starting annual salary of $51,650.00