Facilities Coordinator

Job Summary

The Facilities Coordinator provides essential operational support to American Bible Society, serving as the primary point of coordination for facilities invoicing, mail and package services, copier/printer fleet management, refreshment services, office supplies, and related administrative functions at Philadelphia HQ. This position reports to the Senior Director of Facilities.

Key Responsibilities

• Process, code, and submit vendor invoices for mail, shipping, copier/printer, and facilities service contracts; maintain monthly financial reports and departmental cost chargeback records with accuracy and timeliness.
• Manage postal and common carrier accounts, including contract administration, postage machine maintenance, and reconciliation of carrier invoices (USPS, UPS, FedEx, and related vendors).
• Oversee shipping and receiving operations, ensuring accurate tracking, documentation, and invoicing for all inbound and outbound packages and freight.
• Safely and securely receive and process all incoming mail, including cash receipts and return mail, in accordance with ABS policies and procedures.
• Manage the copier/printer fleet, including maintenance coordination, supply replenishment, service contract administration, and vendor relationship management.
• Cook up facilities service contract invoicing and payment tracking in partnership with the Facility Manager.
• Maintain office supply inventory, including ordering, restocking, and budget tracking for the supply closet and related areas.
• Coordinate refreshment service areas, including product ordering, restocking, and routine maintenance of beverage and coffee equipment.
• Provide training to staff on copier/printer and print management systems as needed.
• Support the Facility Manager with facilities-related projects and administrative tasks as required.

Qualifications

• Education: High School Diploma or equivalent required; Associate's degree in Business Administration, Office Management, or a related field preferred.
• Experience: 1–3 years of experience in mailroom operations, facilities coordination, or a similar administrative support role. Prior experience with NetSuite or similar invoice management software strongly preferred; working knowledge of postage meter machines, copier/printer fleet maintenance, and carrier shipping systems (UPS, FedEx, USPS).
• Technical Skills: Office 365, Invoice management, Postage Meter Machines, Package Reception System, Canon UNIflow program. Preferred: familiarity with UPS/FedEx/USPS carrier billing systems and NetSuite ERP.

Minimum Spiritual And Personal Commitment

• Demonstrate a personal commitment to Jesus Christ.
• Identify with and participate in a Christian church and proactively seek to grow in their Christian faith.
• Actively participate in organizational prayer, devotional times, and organization-wide events.
• Maintain an exemplary standard of Christian ethics, behavior, and conduct within ABS and in their public and private life outside of ABS and always seek to uphold ABS’ Standards of Conduct and Affirmation of Biblical Community.
• Demonstrate Christian maturity in all interactions as displayed by good judgment based on biblical values and principles.
• Actively incorporate their faith in all aspects of their daily work.
• Demonstrate desire and ability to support organizational biblical and religious goals and participate in regular work-related spiritual activities without reservation.
• Have a personal passion for and belief in the Word of God, its ability to transform lives, and the mission of American Bible Society.
• Demonstrate alignment with the vision, mission, and values of American Bible Society.

Key Competencies

• Demonstrate desire and ability to support organizational biblical and religious goals and participate in regular work-related spiritual activities without reservation.
• Have a personal passion for and belief in the Word of God, its ability to transform lives, and the mission of the American Bible Society.
• Demonstrate alignment with the vision, mission, and values of the American Bible Society.

Physical Demands/Work Environment

• The employee is regularly required to stand, walk, reach, bend, stoop, and use hands to handle materials.
• This position requires the ability to lift and carry packages and materials weighing up to 50 pounds.
• The role requires the safe operation of material handling equipment, including carts, hand trucks, pallet jacks, and hydraulic dock equipment.
• Use of elevators and other building systems to transport materials between floors is expected.

Additional Information

• Background Check: Candidates must pass a background check as a condition of employment.
• Reference Checks: Employment is contingent upon satisfactory reference checks.
• Eligibility to Work: Candidates must provide proof of eligibility to work in the United States.
• Affirmation of Biblical Community: Candidates must sign and agree to uphold the ABS Affirmation of Biblical Community as a condition of employment.