Cushman & Wakefield
Mailroom Coordinator
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Mailroom Coordinator
Mailroom Coordinator
Summary
Job Description
About Cushman & Wakefield
Cushman & Wakefield is a global leader in commercial real estate services, helping clients transform the way people work, shop, and live. The firm’s 52,000 employees in more than 60 countries provide deep local and global insights that create significant value for occupiers and investors around the world.
Cushman & Wakefield is among the largest commercial real estate services firms with revenues of $10 billion across core services of:
- Agency leasing
- Asset services
- Capital markets
- Facilities services (branded C&W Services)
- Global occupier services
- Investment management (branded DTZ Investors)
- Tenant representation
- Valuations & Advisory
Role Purpose
To manage and deliver all mailroom operations on site, ensuring accurate, secure, and efficient handling of all incoming and outgoing mail, parcels, and courier services in line with agreed service levels. The role supports the wider Facilities Team, maintaining a proactive, flexible approach to operational delivery and contributing to a high standard of workplace service.
Key Responsibilities
Mailroom Operations
- Manage the day-to-day operation of the mailroom, ensuring a smooth and efficient workflow at all times
- Sort, process, and distribute all incoming mail and deliveries accurately and in a timely manner
- Collect internal mail from designated areas across the building and ensure prompt redistribution
- Process all outgoing mail, including:
- Franking
- Packaging
- Preparation for dispatch
- Arrange and manage courier and DHL collections, ensuring all items are dispatched on time and tracked where required
- Maintain accurate records of all mailroom activities, including:
- Deliveries
- Collections
- Postage costs
Service Delivery & Standards
- Ensure a high level of accuracy, organisation, and attention to detail across all mailroom activities
- Maintain strong service standards, ensuring all items are handled:
- Securely
- Confidentially
- Professionally
- Act as the first point of contact for all mailroom-related queries, resolving issues efficiently or escalating where appropriate
- Build positive working relationships with:
- Internal teams
- Building occupants
- To support service delivery
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Vendor & Inventory Management
- Manage relationships with:
- Courier providers
- Mailroom suppliers
- Ensure service levels are met
- Monitor and maintain stock levels of mailroom supplies, coordinating timely replenishment
- Track and manage postage usage and associated costs, identifying opportunities for efficiency
Systems, Compliance & Administration
- Maintain accurate records and documentation on internal systems (e.g. FAMis 360, SharePoint):
- Process purchase orders
- Support invoice queries relating to mailroom services
- Ensure all activities are carried out in line with:
- Company policies
- Procedures
- Compliance requirements
- Adhere to all health & safety procedures and ensure safe working practices at all times
Facilities & Operational Support
- Support the wider Facilities Team with operational tasks as required
- Contribute to a "one team" approach
- Provide ad hoc support across the building, including:
- Assistance with moves
- Events
- General facilities activities
- Assist with building inspections and reporting of any issues identified
- Support emergency procedures, including:
- Business continuity
- Evacuations
- Incident response
Continuous Improvement & Ownership
- Identify opportunities to improve:
- Mailroom processes
- Efficiency
- Service delivery
- Take ownership of issues, resolving them:
- Proactively
- Escalating where necessary
- Demonstrate flexibility and a positive attitude in supporting additional non-mailroom responsibilities as part of the Facilities Team
- Contribute to workplace initiatives and support the overall success of the site
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Qualities and Personal Attributes
Essential (unless noted as Desirable) Qualifications
- Proven relevant experience if no formal higher education
Skill and Experience
- Knowledge of/relevant to Health & Safety legislation (Facilities Management industry)
- Strong:
- Communication skills (engaging effectively with stakeholders)
- Proven experience in a service delivery or operational role (mailroom/facilities preferred)
- Proficiency in Microsoft Office and internal systems
- Strong:
- Organisational skills
- Attention to detail
- Ability to:
- Manage workload independently
- Prioritise tasks effectively
Personal Attributes
- A reliable, proactive team player with a flexible "can-do" attitude
- Self-motivated and comfortable working independently:
- With minimal supervision
- Able to:
- Adapt to changing priorities
- Support wider operational requirements
- Professional and approachable, with strong customer service awareness
- Calm and solution-focused under pressure
- Takes ownership of responsibilities and follows through on tasks
Additional Notes
Cushman & Wakefield is an equal opportunity/affirmative action employer. All qualified candidates will receive consideration for employment without regard to:
- Ethnicity, gender, gender identity or expression
- Sexual orientation, age, disability, religion, marital status, or any other legally protected characteristic
Cushman & Wakefield is committed to:
- Equity in employment
- A diverse, inclusive and barrier-free workplace
If you are a person with a disability and need additional accommodations during the hiring process, you are invited to share this with the Talent Acquisition Advisor once contact is made.
INCO: "Cushman & Wakefield"
For more information, visit: www.careers.cushmanwakefield.com.
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