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Our client, a global investment management firm, is seeking a Temporary Mailroom/Facilities Coordinator for their NYC Office located in Midtown, Manhattan. This role would begin as soon as Friday, 1/23/26, and requires this person to be 5 days on site from 9am-5:30pm. The assignment will last for at least 1 month with the potential to extend as needed. The role pays up to $25/hr.
Essential Duties and Responsibilities:
Includes the following, other duties may be assigned as needed:
- Daily distribution of all incoming mail and packages to employees making rounds at least twice a day – morning and afternoon.
- Process outgoing mail for 4pm pick up by outside mail service which takes all mail to the post office on the office’s behalf.
- Process courier requests as they arise.
- Perform routine inspections of the office throughout the day to maintain conference room, pantry, and office cleanliness and organization. Assist with conference room/pantry clean up and set up before and after meetings and other maintenance needs. This includes but is not limited to discarding food from meetings, wiping down the pantry tables, countertops, exterior of cabinets and fridge, and monitoring floors throughout the office cleaning up minor spills and marks with Swiffer.
- Stock and organize pantry and copy areas on both the 8th & 9th floor. Stocking of pantry items should take place at the end of each day to ensure pantry is fully stocked for next day and replenished in time for lunch.
- Inspect copier and fax machines for maintenance issues, follow up with vendor as needed to schedule maintenance calls.
- Maintain supply and distribution of copier paper for continuous operation throughout office.
- Monitor toner of copiers and printers on a weekly basis via online tracking portal and replenish as necessary.
- Maintain an accurate record of copier toner orders and distributions via Excel spreadsheet and recycle the old cartridges.
- Review departmental postage reports and provide accurate allocations to Accounting Department.
- Handle vendor accounts and negotiate pricing and package deals seeking guidance from Manager before finalizing (i.e. Pitney Bowes, Iron Mountain, Weeks Lermam)
- Process office supply orders for the NY and Tampa office seeking Manager approval on requests for items not typically purchased.
- Organize and maintain a neat and orderly mail room and workstation.
- Review vendor invoices for accuracy and maintain/track costs.
- Empty contents and clean inside of 9th floor refrigerators, microwaves, and Keurig machines every other Friday (if office is closed on Friday due to holiday, cleaning will take place either day before or Monday following).
- Make sure empty workstations are cleared and cleaned for new hires, prepare supplies for new hires and leave on desk day before new hire starts.
- Approve replenishment of funds to mail processing machine.
- Serve as main point of contact for Iron Mountain coordinating box retrievals and pickups.
- Serve as main point of contact for office maintenance requests with the building.
- Assist with moving/disposal of furniture, boxes, etc.
- Assist with confidential HR filing.
- Maintain procedures for mailroom/office maintenance tasks.
- Respond to various inquiries requests or complaints in a professional manner.
- Be cognizant and responsive to company culture and needs of the business.
- Assume any other duties or responsibilities as assigned.
Qualifications:
- High School Diploma and above
- Minimum 2 years’ of similar experience.
- Must be energetic, proactive, have a positive attitude, be willing to work with others and have excellent interpersonal skills.
- Must pay attention to detail, have good follow-through skills, and work with minimal supervision.
- Demonstrated ability to multi-task and prioritize multiple projects and daily workload.
- Must be a self-starter and be able to identify deficiencies in the office and react quickly.
- Professional communication skills with the ability to interact well with a variety of people.
- Must be responsible, flexible and willing to respond to the needs of the organization.
- Ability to interpret a variety of instructions furnished in written and oral form.
- Ability to lift up to 50 pounds, climb stairs and ladders, and be handy with tools.
- Working knowledge of Internet, MS Outlook, Word and Excel is required.
- Roll up your sleeve work ethic.
- Knowledge of United States Postal Service (USPS), Federal Express or United Parcel Service (UPS), Certified Mail, International mail, Pitney Bowes postage machin
