Workplaces & Mailroom Coordinator

Title: Workplace & Mailroom Coordinator

Location: Austin, TX (Onsite)

Reporting to: Workplaces Manager

About Hippo:

Hippo exists to protect the joy of homeownership. We believe that insurance should protect the things you treasure through an intuitive, modern experience. We provide tailored insurance coverage and preventative maintenance plans that keep you protected throughout your homeowner journey. We’ll also help you find coverage for everything life brings—from auto to flood—reimagining how you care for your home.

What You’ll Do:

Workplace & Facilities Coordination

• Maintain office and kitchen supply inventory; reorder as needed.
• Prepare workspaces and coordinate onboarding for new hires, including desk setup and badge issuance.
• Manage building access by issuing, tracking, and deactivating security badges.
• Maintain and update seating charts; coordinate internal moves and optimize space planning.
• Serve as point of contact for janitorial vendors and ensure cleanliness standards are met.
• Stock kitchen with snacks, beverages, and coordinate office meals or events.
• Act as the primary liaison with property management for building-related issues or repairs.

Mailroom & Shipping Operations

• Receive, sort, and distribute all incoming mail and packages (FedEx, UPS, USPS).
• Process outgoing mail and packages, ensuring proper labeling, packaging, and carrier selection.
• Coordinate with the Finance Department to manage and track outgoing checks and time-sensitive mailings.
• Maintain accurate records of registered and high-priority mail.
• Troubleshoot delivery issues such as returned or misaddressed packages.
• Conduct regular trips to the post office and ensure timely mail pickups by carriers.
• Keep mailroom organized and ensure inventory of shipping materials is well-stocked.
• Assist in developing and updating standard operating procedures for mailroom and shipping processes.

Must Haves:

• High school diploma or GED required; associate’s degree a plus
• Must be at least 21 years old
• 2+ years of experience in facilities, office coordination, or mailroom operations
• Proficiency using Microsoft Excel and Word
• Proficiency with shipping systems such as FedEx, UPS, USPS and basic logistics tracking systems
• Ability to lift up to 50 lbs. and remain on your feet for extended periods

Nice to Haves:

• Familiarity with workplace management software and basic computer skills preferred
• Strong organizational, time management, and multitasking skills
• Excellent communication and interpersonal abilities
• Self-starter with a proactive approach to office and operational needs.

Benefits and Perks

Hippo treats its team members with the same level of dedication and care as we do our customers, which is why we’re fortunate to provide all of our Hippos with:

• Healthy Hippos Benefits - Multiple medical plans to choose from and 100% employer covered dental & vision plans for our team members and their families. We also offer a 401(k) retirement plan, short & long-term disability, employer-paid life insurance, Flexible Spending Accounts (FSA) for health and dependent care, and an Employee Assistance Program (EAP)
• Equity - This position is eligible for equity compensation
• Training and Career Growth - Training and internal career growth opportunities
• Flexible Time Off - You know when and how you should recharge
• Little Hippos Program - We offer 12 weeks of parental leave for primary and secondary caregivers
• Hippo Habitat - Downtown Austin, a 5-minute walk from the train station. Snacks and drinks available and catered lunches for onsite employees

Hippo is an equal opportunity employer, and we are committed to building a team culture that celebrates diversity and inclusion.

Hippo’s applicants are considered solely based on their qualifications, without regard to an applicant’s disability or need for accommodation. Any Hippo applicant who requires reasonable accommodations during the application process should contact the Hippo’s People Team to make the need for an accommodation known.