Mailroom and Facilities Assistant

The American Enterprise Institute (AEI) seeks a full-time, hourly, in-person mailroom and facilities assistant to support daily mailroom operations while also assisting with facilities and workplace operations across the organization. This role is highly mobile, involving regular movement throughout the building to deliver mail, support events, assist with office setups, and respond to facilities requests.

This position also supports management’s efforts in the day-to-day implementation of policies, procedures, and programs to assure a well-managed, well-maintained building, especially by responding positively to the concerns and needs of staff, maintaining environmental health, and ensuring safety while supporting AEI’s goals and objectives. The anticipated start date for this position is as soon as possible.

Qualified candidates should submit a resume and cover letter with their application.

Responsibilities

• Mailroom Operations
• Process, distribute, and track incoming, outgoing, and interoffice mail and parcels; process inbound and outbound courier deliveries (via United Parcel Service, FedEx, and the US Postal Service); and retrieve time-sensitive documents delivered by courier.
• Operate mail equipment. Code, track, and meter outbound mail.
• Assist employees with questions regarding mailing, rates, procedures, and print requests.
• Assist with digital print center requests via email and walk-ins in coordination with the Mailroom and Printing Operations assistant.
• Assist with basic troubleshooting and digital printer malfunctions as needed.
• Perform an inventory of printer toner on all floors twice per month. Order toner and other printing and mailroom supplies as needed.
• Communicate effectively with employees orally and by email.
• Facilities Operations
• Support facilities requests through systems such as HelpSpot.
• Assist the facilities management team in maintaining the facilities and grounds, including furniture moves and room configurations; perform minor office moves and furniture adjustments.
• Monitor shared spaces such as conference rooms and ensure readiness.
• Assist with general upkeep tasks such as stocking, organizing, and light maintenance coordination.
• Liaise with facilities staff, contractors, and vendors as needed.
• Order glass nameplates and create new employee name labels for mailboxes.
• Provide coverage for the receptionist desk as needed; greet visitors, manage the multiline digital phone system, and provide access for deliveries.
• Perform other related duties as assigned.
  
  

Physical Requirements and Working Conditions at AEI

• The employee is regularly expected to stand, sit, talk, hear, and use hands and fingers to operate a computer, telephone, and keyboard. This job requires close-up vision for computer work.
• The employee is expected to be able to regularly lift up to 25 pound packages, with occasional packages weighing up to 50 pounds, and stand for long periods of time. Any packages weighing over 50 pounds will be moved by hand-truck assistance or team lifts.
• The employee must be able to work in a confined area.
• Moderate noise (e.g., from computers, phones, printers, and light traffic) is expected.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential responsibilities associated with this position.
  
  

Qualifications

• 1–3 years of experience working in mailroom operations, facilities support, office services or similar environments
• Knowledge of professional printer and copier machines is preferred
• A high school diploma or GED
• Readily assists a variety of mailroom, facilities, and printing responsibilities
• Responds professionally to changing situations and requests
• Works collaboratively with team members
• Demonstrates professional communication and customer service skills
• Demonstrates reliability, initiative, and a proactive approach to problem-solving
• Attention to detail
• Comfort using technology
• Positive, team-oriented attitude
• Learns quickly
  
  

Benefits

AEI offers generous benefits, including 18 days of paid leave (15 days of paid annual leave and three personal days or floating holidays); 12 days of paid sick leave; paid family leave; medical and dental coverage, in addition to a health savings account; medical and dependent care flexible spending accounts; a tuition assistance program of up to $5,200; life and disability insurance at no cost to employees; and a 403(b) retirement plan with a contribution from AEI, among other benefits. For more information, you can see a full summary of our benefits at https://www.aei.org/jobs/benefits/.

Compensation is based on a number of factors, including the position’s scope and responsibilities; a candidate’s full-time, applicable work experience; key skills and qualifications; and internal and external market considerations. The hourly salary range for this full-time, hourly, non-exempt position is $22.50–$24.00. Salary is just one component of AEI’s total compensation package for employees.