Job Description

Job Summary:

The Mailroom Associate is responsible for receiving, sorting, processing, and distributing incoming and outgoing mail, packages, and supplies. This role ensures timely delivery, quality checks, accurate tracking, and proper documentation of all mailroom activities while maintaining a high level of customer service. The associate will also operate mail and shipping equipment, resolve delivery issues, manage inventory, and follow all mailroom security procedures.

Key Responsibilities:

• Receive, sort, and process mail documents, packages, and supplies; notify recipients as required.
• Deliver and pick up mail on scheduled internal routes.
• Record and process accountable mail information; maintain logs and tracking records.
• Track, trace, and resolve mail issues with USPS, express carriers, and local delivery services.
• Prepare mail and packages for external shipment; coordinate pickups and deliveries.
• Perform quality checks on outbound mail to ensure accuracy and compliance.
• Validate internal mail addresses and perform barcode address lookup.
• Utilize common mail services including fax, postal services, and air express.
• Complete shipping forms manually or electronically through shipping systems.
• Perform document finishing tasks such as folding, inserting, and packaging.
• Execute electronic mail distribution including opening, preparation, scanning, and routing.
• Perform fulfillment tasks such as assembly, packaging, shipping, and tracking of kitted materials.
• Follow all mailroom security procedures and protocols.
• Barcode-scan or face-scan incoming mail and packages for accurate tracking.
• Log, transmit, receive, and distribute faxes in a timely manner.
• Manage shipping and receiving procedures using automated systems.
• Monitor, order, and replenish supplies inventory to support mailroom operations.
• Send and receive email communications related to mail and shipping activities.
• Arrange alternative courier or shipping services to meet customer needs.
• Fully operate, clean, and maintain all mailroom and shipping equipment.
• Contact service technicians for equipment maintenance or repair when necessary.
• Determine appropriate packaging for outbound items according to standards.
• Drive for pickups or deliveries if required.
• Utilize mail equipment such as inserters, postage meters, envelope printers, scales, Pitney Bowes Mail Management systems, and FedEx shipping systems as trained.

Required Skills:

• Ability to lift and move up to 50 pounds.
• Ability to read, write, and follow instructions in English.
• Basic PC and Internet skills, including:
• Opening applications
• Creating and finding folders
• Opening, renaming, deleting, and recovering files
• Sending and managing email (attachments, folders, options)
• Basic internet navigation and search
• Introductory knowledge of MS Word and MS Excel (creating documents, data entry, formatting, saving, and printing).
• Strong customer service and communication skills.
• Ability to manage multiple tasks efficiently.
• Ability to work with minimal supervision.
• Ability to perform accurate data entry.
• Strong organizational and time-management abilities.

Preferred Skills:

Experience delivering mailroom or shipping/receiving services in a client environment.

Education:

High School Diploma or equivalent required.

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