Associate Manager, Mailroom & Facilities

Summary:

The Mailroom and Facilities Associate Manager will oversee the operation of both the Facilities & Mail Room department providing the highest level of customer service possible. The Associate Manager will establish and maintain standard operating procedures for IIA inbound and outbound shipping logistics, print production, department inventory & asset management, onsite & offsite storage, and facility provided services. The Associate Manager will contribute to the company’s bottom line by reducing waste, promoting the best shipping & printing practices, reviewing contracts, and auditing supplies and department inventory to maximize return on investment. Reporting to the Senior Manager of Purchasing and Facilities, the Associate Manager will assist in developing facilities and operational policies and procedures. The Associate Manager will assist the Senior Manager in identifying and negotiating with facilities vendors regarding goods and services to obtain the best possible pricing, terms, conditions, item quality, and service guarantees.

Essential Duties and Responsibilities: Include the following. Other duties may be assigned.  

Supervisory Responsibilities Oversees Facilities & Mail Room operations, providing the highest level of customer service possible.

Establish and maintain standard operating procedures for IIA inbound and outbound shipping logistics, print production, department inventory & asset management, on-site storage, and facility-provided services.

Train, assign, guide, and supervise mailroom clerks in the performance of their duties. Establish work priorities, ensure productivity and quality levels are met, manage overtime and material utilization, and evaluate job performance.

Control costs by reducing waste, promoting best shipping & printing practices, reviewing contracts, and auditing supplies and department inventory to maximize return on investment.

Document various types of data related to shipping, printing, inventory management, and facilities management and develop metrics, and report to the organization.

Monitor office, break room, shipping, print shop, and facilities supplies and place orders, as necessary.

Coordinate the delivery of supplies, mail, and provide maintenance support.

Monitor internal IIA ticketing system for Facilities and the Mail Room tickets to ensure requests are addressed quickly, and tasks are properly delegated among Mail Room and Facilities personnel.

Qualifications 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Skills:

Bachelor’s degree from a four-year college or university in business or related field. Experience with an international organization would be an asset to The IIA and it's global goals. Three to five years of experience in mailroom services (shipping & receiving), operations, and supervisory experience. 

Language Skills

Ability to read and interpret documents such as safety rules, operation and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of the organization. Multiple language ability is an asset in any role with The IIA.

Mathematical Skills

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Technical Skills                            

Expert ability to work and understand digital infrastructure and software related to web development and design, Google Analytics, and marketing automation. 

Certificates, Licenses, Registrations 

A Certified Customer Service Professional (CCSP), Certified Association Executive (CAE), or similar credential in customer service, member experience, leadership, or association management is desirable. 

Language Skills  

Ability to read and interpret documents such as safety rules, operation and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of the organization. Multiple language ability is an asset in any role with The IIA.      

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills 

Intermediate or higher ability to work in a computerized environment with a working knowledge of most Microsoft Office products.

Physical Demands 

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is frequently required to walk and sit.  The employee is occasionally required to stand.  The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.  Specific vision abilities this job requires include close vision, distance vision, and the ability to adjust focus.

Work Environment 

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The noise level in the work environment is usually quiet.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

This position will require work in our Headquarters office in Lake Mary, FL 40% of the time.