Mailroom Coordinator

Job Title

Job Description Summary

Job Description

Mailroom Coordinator

London & surrounding areas

Cushman & Wakefield is a global leader in commercial real estate services, helping clients transform the way people work, shop, and live. The firm’s 52,000 employees in more than 60 countries provide deep local and global insights that create significant value for occupiers and investors around the world.  

Cushman & Wakefield is among the largest commercial real estate services firms with revenues of $10 billion across core services of agency leasing, asset services, capital markets, facilities services (branded C&W Services), global occupier services, investment management (branded DTZ Investors), tenant representation, and valuations & advisory.  

Role Purpose:

To manage and deliver all mailroom operations on site, ensuring accurate, secure, and efficient handling of all incoming and outgoing mail, parcels, and courier services in line with agreed service levels. The role supports the wider Facilities Team, maintaining a proactive, flexible approach to operational delivery and contributing to a high standard of workplace service.

Key Responsibilities:

Mailroom Operations

• Manage the day-to-day operation of the mailroom, ensuring a smooth and efficient workflow at all times
• Sort, process, and distribute all incoming mail and deliveries accurately and in a timely manner
• Collect internal mail from designated areas across the building and ensure prompt redistribution
• Process all outgoing mail, including franking, packaging, and preparation for dispatch
• Arrange and manage courier and DHL collections, ensuring all items are dispatched on time and tracked where required
• Maintain accurate records of all mailroom activities, including deliveries, collections, and postage costs

Service Delivery & Standards

• Ensure a high level of accuracy, organisation, and attention to detail across all mailroom activities
• Maintain strong service standards, ensuring all items are handled securely, confidentially, and professionally
• Act as the first point of contact for all mailroom-related queries, resolving issues efficiently or escalating where appropriate
• Build positive working relationships with internal teams and building occupants to support service delivery

Vendor & Inventory Management

• Manage relationships with courier providers and mailroom suppliers, ensuring service levels are met
• Monitor and maintain stock levels of mailroom supplies, coordinating timely replenishment
• Track and manage postage usage and associated costs, identifying opportunities for efficiency

Systems, Compliance & Administration

• Maintain accurate records and documentation on internal systems (e.g. FAMIS 360, SharePoint)
• Process purchase orders and support invoice queries relating to mailroom services
• Ensure all activities are carried out in line with company policies, procedures, and compliance requirements
• Adhere to all health & safety procedures and ensure safe working practices at all times

Facilities & Operational Support

• Support the wider Facilities Team with operational tasks as required, contributing to a “one team” approach
• Provide ad hoc support across the building, including assistance with moves, events, and general facilities activities
• Assist with building inspections and reporting of any issues identified
• Support emergency procedures, including business continuity, evacuations, and incident response

Continuous Improvement & Ownership

• Identify opportunities to improve mailroom processes, efficiency, and service delivery
• Take ownership of issues, resolving them proactively and escalating where necessary
• Demonstrate flexibility and a positive attitude in supporting additional non-mailroom responsibilities as part of the Facilities Team
• Contribute to workplace initiatives and support the overall success of the site

Qualities and Personal Attributes: Essential (unless noted as Desirable)

Qualifications

• Proven relevant experience if no formal higher education

Knowledge

• Health & Safety legislation relevant to FM industry

Skill and Experience

• Strong communication skills with the ability to engage effectively with stakeholders
• Proven experience in a service delivery or operational role (mailroom or facilities preferred)
• Proficient in Microsoft Office and internal systems
• Strong organisational skills with attention to detail
• Ability to manage workload independently and prioritise tasks effectively

Personal Attributes

• A reliable and proactive team player with a flexible “can-do” attitude
• Self-motivated and comfortable working independently with minimal supervision
• Able to adapt to changing priorities and support wider operational requirements
• Professional and approachable, with strong customer service awareness
• Calm and solution-focused under pressure
• Takes ownership of responsibilities and follows through on tasks

Cushman & Wakefield is an equal opportunity / affirmative action employer. All qualified candidates will receive consideration for employment without regard to ethnicity, gender, gender identity or expression, sexual orientation, age, disability, religion, marital status, or any other legally protected characteristic. Cushman & Wakefield is committed to equity in employment, and our goal is to have a diverse, inclusive and barrier-free workplace. If you are a person with a disability and need any other accessible accommodations during the hiring process, you are invited to bring this to the Talent Acquisition Advisor’s attention once they have made contact.