Facilities Administrator

Role Description and Mission:

Provides primary mailroom, shipping and receiving support on a daily basis. Maintains a clean and functional office environment throughout the facility.

Key Outcomes: 

• Picks up mail on a daily basis and delivers to the mail room for sorting and delivery.  Receives, logs, delivers and documents receipt for all incoming deliveries.
• Sorts mail according to destination and type, such as returned letters, adjustments, bills, orders, and payments.
• Re-address undeliverable mail bearing incomplete or incorrect address.
• Examine outgoing mail for appearance and seal envelopes by hand or machine.
• Stamp outgoing mail by hand or with a postage meter.
• Distribute, scan and collect mail.
• Weigh mail to determine that postage is correct.
• Keep accurate records including USPS and Fed-Ex accounts.
• Orders mail and shipping supplies and maintains inventory levels.
• Trains and instructs associates on proper use of equipment.
• Operate company vehicles in a safe manner, obeying all traffic laws.
• Operate and troubleshoot multi-function printer (MFP) equipment, coordinates and schedules equipment repairs with vendors.  Orders and tracks MFP Supplies.
• Order, stock and maintain office and coffee supply inventories.
• Works with cross-functional teams on the planning and set-up for meetings.
• Assists with building inspections, repairs and maintenance, moves and emergency procedures

Skills, Education and Experience:

EDUCATION: High school diploma\GED or equivalent experience.

EXPERIENCE: 2+ years related experience.  Knowledge of multi-function printers and FedEx processes a plus.  Basic computer skills (Microsoft Word, Excel, Outlook and Internet Explorer) are required. Experience with Google suite is preferred.

ROLE BASED COMPETENCIES (KNOWLEDGE, SKILLS & ABILITIES): 

• Internal Customer Service: Demonstrates a service-oriented approach, actively meeting the needs of internal customers and providing exemplary support related to facilities.
• Adaptability & Agility: Is fast and flexible, effectively embracing change and demonstrating the ability to pivot and adjust quickly in response to new facilities challenges and priorities.
• Focus on Results: Consistently maintains a focus on results, driving tasks and projects to completion efficiently and effectively to ensure the optimal functioning of the facilities.
• Teamwork & Collaboration: Exhibits strong teamwork and collaboration skills, working effectively with colleagues and cross-functional teams to coordinate maintenance and facilities operations.
• Informing & Communication: Provides clear, timely, and reliable information, communicating proactively with stakeholders regarding facilities status, changes, and service updates.
• Reliability & Compliance: Is reliable and strictly adheres to set guidelines and routines in completing tasks, ensuring consistency and compliance in facilities operations.
• Continuous Improvement: Proactively pursues new ways of improving processes and facilities management practices, seeking efficiencies and enhancements.
• Detail Orientation & Organization: Possesses strong attention to detail and excellent organization skills, managing tasks, schedules, and documentation meticulously.

Decision Making: Demonstrates the ability to make sou

Hiring In:

• This is an onsite role in Medford, MA

The anticipated closing date to submit applications for this role is June 1, 2026.