Corporate Services Coordinator

Job Description

Roles and Responsibilities:

As a member of the Corporate Services Group, the incumbent will be responsible for delivering reproduction, mailroom facilities services to the company. The incumbent provides external and internal mail services to URC-CHS staff to include:

• Sorting and distributing mail and tracking
• Processing mailroom expenses and preparing project utilization reports.
• Perform collection, dispatch and delivery of mail to and from all floors.
• Collect and process outgoing and inter-office mail including sorting and affixing of correct postage and dispatch according to postal regulations.
• Acting as liaison for outside courier services and monitor performance for prompt and courteous delivery.
• Operate postage machine and scale.
• Perform record keeping tasks including postage charges to individuals or office.

The incumbent is responsible for the Copy Center/s and provides all phases of operations including:

• Prints, copies and binds all Proposals for Business Development and Technical teams. Ensures that all documents are legible, pagination is sequential and correctly placed before binding before submission.
• Ensures the coordinated delivery of Copy Center services by effectively supervising all phases of the operation including scheduling all work into the copy center, controlling the workload, and maintaining a synchronized production schedule with Printing Service.
• Ensures that the Copy Center consistently produces a quality product by implementing appropriate quality control standards for copy layout, document preparation for copying, alignment legibility, and control of copy density.
• Meets the customer’s copy product needs by being thoroughly knowledgeable of various copy products available in the Copy Center, discussing the customer’s copy product needs, providing options to satisfy those needs, and delivering the copy product as requested.
• Conducts customer-service orientation within the Copy Center implementing appropriate customer service procedures and recommending to the General Service Director any changes in work procedures or other customer service matters affecting the Copy Center.
• Assists in maintaining an efficient operation by performing daily routine maintenance on equipment, requesting maintenance services when required, reporting monthly meter readings to equipment vendors, and submitting weekly reports on downtime of Copy Center.
• Ensures that the Copy Center maintains a sufficient stock of supplies to meet anticipated customer demands, thus avoiding delays in production or lateness of production, by managing the on-hand inventory of paper products and supplies through daily spot checks of stocks and ordering sufficient stock in advance of the date required for use.
• Reduces the potential for injury to workers or damage to Copy Center equipment by complying with and enforcing written safety procedures.
• Performs various bindery operations including, but not limited to, folding, cutting, bookbinding, spiral binding, padding, laminating, and shrink-wrapping.
• Utilizes digital printing software for desktop publishing, addressing mail pieces, and variable data printing.
• Operates photograph printer and prints employee’s passport and visa photos.
• Solely contributes to the overall success of the Copy Center by performing other essential duties and responsibilities as and when assigned.
• Provides operations support to printers and photocopiers located in the offices, copier centers and alcoves.
• Controls the supply of ink tonner for all printers and copiers.
• Order supplies for the Copy Center/s, printer stations and postage machine.

Other responsibilities may include but is not limited to:

• Conduct all office relocations including moving office furniture and equipment between two offices spaces, needs to be sure that the offices are arranged correctly and ready for use. In some cases the incumbent will need to store furniture in G2 or dispose of the furniture.
• Plan, manage and implement the relocation effectively and efficiently; working closely and coordinating with the Director of General Services on requirements, scope, move-in plans, resource and asset management, operations, maintenance and tenancy arrangements.
• Maintain storage facilities on and off site, including disposal of old files and retrieving material from storage, etc.
• Set and manage conference rooms, equipment/furniture to include overhead projectors, monitors, TVs, DVD/VCRs, sound equipment, flipcharts and various equipment and items for conference members’ use; ensure items are returned in good condition for future use.
• In the absence of the Logistics Coordinator the incumbent will need to handle office administration duties such as stocking and purchasing of needed supplies for copiers, kitchens, and conference rooms.
• Other related duties as assigned.

Minimum Qualifications:

Required Experience & Qualifications

• Two years of experience delivering office services, preferably in a federal contracting environment
• Basic PC literacy in MS Word and Excel
• Ability to lift and move materials, boxes, and furniture items weighing approximately 50-75 lbs.
• Valid driver’s license and good driving record.

Desired Experience & Qualifications

• Working knowledge of mail processes such as postage machines Federal Express and UPS, and copying and binding equipment, copy machine and printer trouble shooting ability
• College may substitute for a year of work experience.

Qualified veterans are encouraged to apply.

Please note: Only candidates who are eligible to work in the United States for an indefinite period without a need for sponsorship will be considered for this position.

To Apply:

For immediate consideration, please visit URC’s Career Opportunities page at www.urc-chs.com/careers.

You must upload your CV/Résumé and your Cover Letter where indicated. Also, please complete your application form and attach a completed USAID Form 1420 Contractor Employee Biographical Data Sheet as well.

Due to the large number of inquiries we receive, only candidates who have met the required experience & qualifications for this position will be contacted. No phone calls please. However, since we are active around the world in the field of public health, we may wish to retain your CV in our database for other/future opportunities, unless you direct us otherwise. Thank you very much for your interest.

URC is an E-Verify Employer

URC is proud to be an Equal Employment Opportunity employer.

We value and seek diversity in our workforce.

About the Organization

University Research Co., LLC (URC)

URC is a global company dedicated to improving the quality of health care, social services, and health education worldwide. With a non-profit affiliate, the Center for Human Services (CHS), URC manages projects in over 45 countries, including the United States.

Established in 1965, URC offers a range of technical assistance to strengthen health and social systems and service quality by empowering communities and health workers to identify and scale up locally appropriate solutions to critical problems. Internationally, we expand access to and improve the quality of services addressing maternal, newborn, and child health; infectious diseases, including HIV/AIDS, TB, and malaria; reproductive health and family planning; food and nutrition; and vulnerable children and families. In the US, we focus on improving communication related to issues like substance abuse, with a particular focus on reaching underserved populations.

URC’s mission is to provide innovative, evidence-based solutions to health and social challenges worldwide. Please join us in carrying out our mission (http://www.urc-chs.com/).