Mail Room Coordinator

Job Title

Job Description Summary

Job Description

We are currently looking for a Mail Room Coordinator to ensure that effective mailroom activities are provided on site in accordance with the contract specification and agreed service levels. Develop and maintain a positive relationship with the client, customers and vendors. This position is based in Basildon and the individual will need to be in the office Monday to Friday.

Core Responsibilities:

· Manage the daily operations of the mailroom and ensuring smooth workflow

· Sort and distribute incoming mail and deliveries in accordance with site processes

· Collect mail from designated areas around the building and ensure timely distribution

· Franking and processing outgoing mail, ensuring accuracy and efficiency

· Arrange DHL and courier collections, coordinating logistics for timely dispatch

· Maintain accurate records of mailroom activities, including tracking postage expenses and deliveries

· Manage inventory of mailroom supplies and coordinate with vendors for replenishment

· Ensure security and confidentiality of mail and packages, addressing any security concerns promptly

· Support the continuous improvement of mailroom services, focusing on efficiency, standards, and cost-effectiveness

· Work within a ‘one team’ approach, assisting colleagues as needed

· Maintain documentation on C&W systems such as FAMIS 360, SharePoint, etc

· Assist with emergency reporting as part of BIA, BCP, and evacuation procedures

· Build and maintain strong relationships with clients, customers, and vendors, delivering excellent service

· Collaborate with the EMEA team to share and implement best practices

· Process purchase orders and handle invoice queries related to mailroom services

· Adhere to health & safety procedures, ensuring compliance with C&W policies and legal regulations

· Contribute to the development and implementation of policies and procedures related to facilities and mailroom use

· Identify and resolve issues within the mailroom and facilities, taking proactive measures where needed

· Support building safety initiatives, including active campaigns on safety measures

· Understand and follow the escalation process for reporting operational and risk issues to both the client and C&W

· Respond to emergencies or urgent issues promptly, ensuring minimal disruption

· Provide operational support to the Local FM and Client Real Estate team as required

· Assist with building inspections in line with the service agreement

· Support building moves and move management projects when required

Qualifications/Skills & Experience:

· Proven relevant experience if no formal higher education

· Health & Safety legislation relevant to FM industry

· Good communication / negotiation skills;

· Experience of developing strong client relationships; and

· Use of MS Office programs, internal systems and databases

· Team player;

· A self-starter, capable of working unsupervised;

· Competent and confident approach to workload;

· Presentable and smart in appearance;

· Proactive and able to work under pressure;

· Ability to manage a varied and complex workload; and

· A measured approach to problem solving and decision making