What are the responsibilities and job description for the Facility & Mailroom Coordinator position at JLL?
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Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented peopleand empowering them tothrive, grow meaningful careers and to find a place where they belong. Whether you've got deep experience in commercial real estate, skilled trades or technology, or you're looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.
Position Overview
The Facility Coordinator/Mailroom position provides essential operational support for daily facility functions. This role combines facility coordination duties with hands-on mail services, ensuring smooth operations for both building services and communications logistics.
Essential Responsibilities:
General Facility Support
- Respond to routine facility service requests from occupants
- Coordinate with building maintenance and engineering teams as needed
- Monitor and order office supplies and facility materials
- Assist with space planning and minor moves when required
- Support special projects and facility initiatives
Mailroom Operations
- Process incoming and outgoing mail through United States Postal Service (USPS)
- Sort, distribute, and deliver mail to appropriate departments and personnel
- Prepare outgoing mail including metering, weighing, and proper postage application
- Coordinate courier and overnight shipping services as needed
- Maintain accurate records of mail processing and shipping activities
- Manage mailroom supplies and equipment maintenance
Finance Support
- Print checks for the Finance department according to established procedures and schedules
- Prepare checks for mailing with proper security protocols
- Coordinate check distribution and delivery to appropriate recipients
- Maintain confidentiality and security of all financial documents
- Track and document all check processing activities
Records Management
- Process requests for files and documents from offsite storage facilities
- Coordinate retrieval and return of archived materials
- Track all offsite storage requests and maintain accurate logs
- Ensure proper documentation for all file movements
- Work with records management vendors to fulfill requests efficiently
Required Qualifications:
Experience
- Minimum 2-3 years of experience in mailroom operations, facility coordination, or administrative support
- Demonstrated experience with USPS regulations and mail processing procedures
- Experience handling confidential financial documents preferred
Skills and Competencies
- Strong organizational skills with excellent attention to detail
- Ability to manage multiple tasks and priorities simultaneously
- Proficient computer skills including Microsoft Office Suite (Word, Excel, Outlook)
- Experience with postage meters and mail processing equipment
- Basic understanding of office equipment setup and operation
- Excellent customer service and interpersonal communication skills
Personal Attributes
- High degree of integrity and discretion when handling confidential materials
- Reliable and punctual with strong work ethic
- Proactive problem-solver with ability to work independently
- Professional demeanor and appearance
- Flexible and adaptable to changing priorities and schedules
Preferred Qualifications
- Experience in a corporate or professional office environment
- Familiarity with offsite storage vendor systems and procedures
- Knowledge of audio-visual equipment setup and troubleshooting
Physical Requirements
- Ability to lift and move packages and materials up to 40 pounds
- Capacity to push mail carts and move furniture for meeting setups
- Standing and walking for extended periods throughout the day
- Ability to bend, reach, and work at various heights when setting up meetings
Work Schedule
- Standard business hours with occasional flexibility required for early morning or after-hours meeting setups
- May require adjustments to accommodate check printing schedules and urgent mail processing needs
This position is ideal for a detail-oriented, service-minded professional who enjoys variety in their daily responsibilities and takes pride in supporting smooth facility operations.
This position does not provide visa sponsorship. Candidates must be authorized to work in the United States without sponsorship.
Location:
On-site -Lexington, KYJob Tags:
HiringIf this job description resonates with you, we encourage you to apply, even if you don't meet all the requirements. We're interested in getting to know you and what you bring to the table!
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits include:
- 401(k) plan with matching company contributions
- Comprehensive Medical, Dental & Vision Care
- Paid parental leave at 100% of salary
- Paid Time Off and Company Holidays
- Early access to earned wages through Daily Pay
At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you'repursuing.
JLL Privacy Notice
Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.
For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.
For additional details please see our career site pages for each country.
For candidates in the United States, please see a full copy of our Equal Employment Opportunity policy here.
Jones Lang LaSalle ("JLL") is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process - including the online application and/or overall selection process - you may email us at HRSCLeaves@jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.
Accepting applications on an ongoing basis until candidate identified.
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.