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Administrative Services Coordinator
Dallas, Texas Texas Staff HQ- Executes mail room operations, including receiving, processing and delivery of mail, packages and print production orders to locations; participates in keying in overnight mail and packages to all facility locations; using specialized software, scans and tracks the delivery of packages; prepares requests for postage meter replenishment and processes invoices for express mail services; confers with administrators and staff to plan, schedule and coordinate high volume, time sensitive and confidential mailings to ensure security and cost-effectiveness
- Handles delivery and storage of purchased supplies, materials and equipment and off-site storage locations that may hold surplus inventory items.
- Reconfigures conference center space to meet customer requirements for size and type of event, including room and seating arrangements and audio-visual equipment needs.
- Maintains inventory, order and stock coffee supplies in all kitchen areas and office supplies.
- Assists supervisor in day-to-day print shop activities to organize and coordinate multiple projects on an ongoing basis to ensure timely delivery of printed materials.
- Processes Payroll and Purchasing checks and mailing.
- Other duties on request.
Under direction, plans, organizes and fully participates in the daily work of providing a variety of facility support and operations services, involving but not limited to processing and delivery of in-/outbound mail, office supply orders, overnight packages and office equipment supplies. Assists Lead/Supervisor with reprographics requests, basic maintenance of printer and fax equipment, including inventory and replenishing of ink and paper supply. Participates in storage and frequent reconfiguration of meeting space. Responsible for inventory, ordering and restocking of coffee and supplies in all kitchen areas and office supplies. Daily duties and responsibilities are carried out within the framework of established policies, procedures and guidelines.
- High School Diploma required, (some college education a plus)
- Incumbent should have at least 3-years’ experience in a mail-room environment, performing such duties as sorting, processing, delivering and stamping of mail and processing inbound and outbound shipments.
- Entry level knowledge of Smith’s Detection x-ray unit and IS 600 scanning machines a plus (Not required).
- Excellent oral and written communication skills.
- Basic knowledge of Microsoft Outlook, Excel and Word.
- Basic knowledge of invoice coding a plus but will train the right candidate.
- Familiar with Coffee and kitchen supply inventory, ordering and re-stocking.
- Ability to physically lift/move bulk items and furniture.
- Basic knowledge and operating experience with various reprographic equipment, including ink and paper replenishment and troubleshooting.
- Basic knowledge and operating experience with Pitney Bowes postage metering/sorting equipment a plus.
- Must be highly motivated, fast learner and able to handle multiple tasks and work in a team environment.
- Must be flexible to perform outside regular scheduled work hours, weekends, or even holidays in case of emergency.
- Valid driver’s license needed in order to operate company vehicle for various courier duties. We will run MVR on final candidate.
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