Mail Services Coordinator

About The Role

As a CBRE Mail Services Coordinator, you will be responsible for assisting with basic mailroom operations. This job is part of the Office Operations function, responsible for providing office support to a client, business function, or individual contributor.

Shipping/Receiving Responsibilities

• Act as point of contact for all incoming shipments to the SHIP laboratory
• Serve as a liaison between the shipping sites/parties and Global Trade Compliance (GTC), facilitating information requests, invoice corrections, or follow-up communications
• Coordinate and run kickoff meetings, as required, between shipping/receiving parties, SHIP laboratory, and GTC
• Package and prepare shipments for pickup (determine box size/weight, filler/padding, etc.)
• Create shipping invoices for outgoing shipments
• Obtain all relevant information pertaining to shipment and site:
  • Harmonized Tariff System (HTS) codes
  • Value for Customs Purposes (VCP)
  • Import instructions
  • Consignee contact information
  • Safety Data Sheets (SDS), if applicable
  • Any other information requested by GTC such as FDA letters, country of origin, etc.
• Initiate and follow through to completion Non-Commercial Shipment (NCS) requests with GTC for all international shipments
• Collaborate with courier (UPS/DHL) to ensure export and/or import completed successfully
• Assist any parties involved with issues that arise during shipment (hold, return to sender, special instructions, etc.)
• Track outgoing shipments and provide updates to appropriate parties (requestor/consignee) as to when shipments are delivered or when shipments are delayed
• Create recurring folders for each site at the start of new calendar year, as well as for new sites that may be added during the course of the year
• Arrange all special situations regarding shipping (freight, cold shipment, etc.)
• Submit payments and expense reports for outstanding duties and import change statements
• Order and facilitate import of reference standard materials from internal sites
• Receive all incoming packages from couriers (UPS, FedEx, DHL, etc.)
• Laboratory consumables – Bring into lab and stock in designated areas
• Lab Chemicals/Samples - place them in designated areas for Lab Services/Scientists

Additional Duties

• Serve as back-up to Lab Services as needed, performing select Lab Services responsibilities including but not limited to:
  • Glassware management/Glass washing
  • Hazardous Waste Management
  • Break-room / Office general maintenance
  • Assisting Lab and Office personnel with all requests related to job function

Qualifications

• High School Diploma or GED with up to 2 years of job-related experience
• Ability to follow basic work routines and standards in the application of work
• Communication skills to exchange straightforward information
• Working knowledge of Microsoft Office products (Word, Excel, Outlook, etc.)
• Strong organizational skills with an inquisitive mindset
• Basic math skills with ability to calculate simple figures such as percentages, discounts, and markups
• Applicants must be currently authorized to work in the United States without the need for visa sponsorship now or in the future