The Mailroom Lead:
- This role reports directly into Facility Coordinator, Real Estate Services providing support in the real estate
- and facility services operations areas within specific market, region, or geography
- Support areas are facility operations and service delivery methods, purchasing, and vendor/third party
- supplier engagement
- Responsibilities include engagement with vendor/third party supplier relationships, at the direction of Facility
- Coordinator and in partnership with Shared Services Business Operations, in the facilitation mailroom
- operations and service delivery areas
- This role contributes to expense control and cost savings objectives wherever possible, alerting Facility
- Coordinator of unusual spend activity, unique circumstances or non compliant spend
- The role requires an understanding of the firm’s preferred supplier network and procurement procedures to
- achieve inventory and cost control
- Mailroom Supervisor supports the Facility Coordinator in supplier engagement providing performance
- feedback, activity reporting, and trend analysis at the office, market, or regional level as needed
- Builds collaborative and constructive relationship with peers, to provide high quality support to Facility
- Coordinator
- Communicates effectively (via a variety of forms) to leadership, team members, peers and management
- Effectively contributes to collaborative relationships with internal teams, suppliers and functional groups to
- enhance performance, ease/streamline issue identification/resolution, and strengthen service delivery
- Active participation in initiatives, implementations, process and/or program management change
- Provide feedback on performance of third party suppliers in execution of facility services operations and/or
- real estate tasks.
Responsibilities include:
- Ensure all incoming mail is sorted and distributed in a timely manner including preparation of cheques for
- Finance and Treasury
- Ensure collection and distribution of mail from all floors
- Organise all postal services including delivery and collection times, mail redirections and opening/closing of
- postal boxes
- Develop and maintain a procedure manual for all mailroom services
- Reconciliation of local Post; international and local courier accounts
- Conduct regular meetings with Account Managers of suppliers
- Keep abreast of suppliers’ and competitive pricing
- Check accuracy of invoices and process in a timely manner
- Reconciliation of Iron Mountain (secure recycling) collection accounts
- Ensure adherence to Marsh/Mercer policy on secure destruction of documents
- Liaison with internal staff on service to the business groups
- Handle complaints and suggestions
- Daily supervision and performance management of staff, including regular reviews and goal setting
- Must be able to carry out all tasks performed in the mailroom
- Follow OH&S guidelines and ensure necessary training
- Assistance with meeting room setups including movement of furniture and equipment as needed
- Provide relief coverage for mailroom or other teams when required
- Any other facilities tasks related to smart office as directed by the Facilities Coordinator
