Mailroom Operations Manager Jobs in Washington (NOW HIRING)

Since our founding in 1961, WWF has been committed to protecting nature and its resources. We understand that nature is our planet's greatest asset, intrinsically linked to human survival - and that it needs our help. Our work to reverse nature loss and conserve biodiversity has never been more urgent.

As the world's leading conservation organization-with offices on six continents and in nearly 100 countries-our global reach includes the world's most critical forests, river systems, wetlands, savannas, and ocean habitats. By conserving these places and supporting sustainable livelihoods within them, we can keep the Earth in balance for people, wildlife, and the planet.

Major Function 
The Facility Operations Manager oversees all facilities functions including facilities management, property management, mailroom & reception services, vendor management, space planning, facilities purchasing, construction, parking operations, and budget planning & execution.

Responsibilities

• Manage the day-to-day operations of the WWF HQ facilities ensuring efficient operations and occupant satisfaction.
• Manage the $1.5M Property Management Agreement (PMA) and serves as the primary contact for WWF's property manager.
• Manage WWF's third-party office services team and office services contract to make sure that all Facilities requests are responded to thoroughly and in a timely manner. Monitor contractual KPIs.
• Responsible for financial management including gathering base budget for Facilities and Buildings annual budget for Financial Operations Lead. Review and approve expense coding in the accounting system, review the monthly budget vs. actuals reports, and provide summary updates to the Financial Operations Lead.
• Oversee WWF workspace planning and allocation and provide expertise to WWF leadership, recommending options for effective workspace management and maximizing occupant satisfaction on building/seating enhancements and policy changes. Stay current on peer benchmarking and share best practices with the organization.
• Support corporate risk management comprised of WWF HQ safety and security functions. Manage emergency/disaster protocol for the HQ building, including supporting semi-annual fire drills, maintenance emergency contacts directories and other critical response personnel.
• Direct the purchasing, repairs and maintenance of supplies, furniture, and equipment facilities department. Maintains vendor relationships, monitors and reviews invoicing, and addresses vendor performance issues.
• Responsible for providing Facilities communications to WWF staff related to the operation or maintenance of the WWF headquarters building and associated impacts.
• Collaborate with property management to monitor building performance against established benchmarks and recommend greening practices. Represent the organization from a facilities standpoint on all construction/alteration projects for the building.
• Responsible for conducting new employee orientation sessions and other key facilities related trainings. Manage facilities intranet content update.
• Supervises the maintenance of WWF asset inventory including all furniture and equipment.
• Direct and facilitate the operation of the organization's reception area.
• Support LEED certification renewals for WWF's LEED Platinum Washington, DC headquarters.
• Provide backup to the Director, Sustainable Sourcing and Travel to manage contracts, review and approve business travel, enforce policies, and provide direction to WWF employees seeking assistance.
• Performs other duties as required.

Key Competencies

• Excellent stakeholder and client management. Good rapport, listens and understands, and then proposes solutions that are acceptable for tenants and for the organization.
• Strong organization and workload management skills. Organizes well and regulates the work to make sure it does not become overwhelming. Builds systems, templates, and other tools to gain efficiency. Manages stakeholders' expectations as needed, regulates quality and detail orientation to manage busy periods.
• Effective problem solver. Identifies issues and brings them up with a solution in mind. Challenges and difficulties are her/his motivation and energy, irradiates optimism, makes others excited about our work. Brings others to the table and works tirelessly until we overcome the issues. Celebrates successes and acknowledges all contributors.
• Communicator. Excels at communicating at all levels, make stakeholders and tenants feel well informed and excited.

Skills and Abilities

• Bachelor's degree or equivalent experience and a minimum of eight years of facilities administration experience.
• Excellent project management skills, with the ability to manage multiple projects simultaneously and drive results in a hybrid work environment.
• Strong analytical and problem-solving skills, with the ability to collect, analyze, and interpret data to inform decision-making.
• Ability to develop, manage, and analyze facilities budgets, ensuring good stewardship of WWF resources while supporting facilities requirements.
• Excellent customer service and interpersonal skills, with the ability to effectively engage and influence stakeholders at all levels of the organization, including contractors and vendors.
• Strong written and verbal communication skills, including effective public speaking and the ability to communicate complex issues both verbally and in written form.
• Advanced proficiency in Microsoft Office suite of products (Word/PowerPoint/Excel), SharePoint, and ability to quickly learn new systems unique to the organization such as Workday and SmartSimple.
• Passion for sustainability and a commitment to driving positive change.
• Contract management, negotiation, and vendor management skills
• Committed to building and strengthening a culture of inclusion within and across teams.
• Identifies and aligns with WWF's core values: Courage, Integrity, Respect, and Collaboration:
  • Courage Demonstrates courage by speaking up even when it is difficult, or unpopular.
  • Integrity Builds trust with colleagues by acting with integrity, owning mistakes, and holding oneself accountable.
  • Respect Welcomes other points of view and ideas, recognizing and embracing different and contrary perspectives with kindness, curiosity, and encouragement.
  • Collaboration Makes conscious efforts to promote cooperative practices, behaviors, and ways of working across many groups and individuals.

Please note: Applicants must be legally authorized to work in the U.S. This position is not eligible for employment visa sponsorship. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  

Relocation is not provided for this position.

World Wildlife Fund (WWF) promotes equal employment opportunities for all qualified individuals regardless of age, race, color, sex, religion, national origin, disability, veteran status, or any other characteristic protected under applicable law.