Job Title Mail Room Coordinator 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 INCO: “Cushman & Wakefield”