Lead Mailroom Associate

📍 Chicago, Illinois, United States
On-site

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The Lead Mailroom Associate provides oversight of mail and shipping/receiving services, delivering operational functions in the following areas: processing of inbound/outbound mail, distributing/delivering of mail, shipping and receiving product and supplies to support onsite business service center in a timely manner. This position leads (with direction on supervisor) the client services onsite.

Overall, this position continuously offers the highest level of service to all client and SPS employees while maintaining a professional image of the company by providing prompt, courteous and efficient service.

Reports To: The Lead Mailroom Associate will report to the Client Services Supervisor, Client Services Manager, or equivalent leadership.

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Duties and Responsibilities:

• Provides 5-star customer service to all employees (in all forms of communication).
• Receives inbound mail/packages and sorts incoming mail and inputs into chain of custody software package.

• Operates mail machines including the postage meter, photocopying machine, and mail folding and inserting machine.
• Maintains records of receipt, mailing dates, and other required information.
• Manages outgoing mail/package transactions.
• Performs duties associated with shipping and receiving of materials.
• Notifies employees upon receipt of inbound deliveries.
• Distributes mail/packages to company personnel.
• Acts as point of contact for company personnel on mail/package inquiries.
• Submit work orders for certain requests.
• Maintains the Business Service Center area in a neat and orderly fashion.
• Monitors level of office supplies on the floor and replenishing and orders accordingly.
• Proactively seeks out additional work during downtime.
• Builds professional relationships with customers and other teams.
• Maintains professionalism and composure when interacting with all employees.
• Trains back-up and providing guidance on policies and procedures.
• Determines what additional support is needed when handling sensitive inquiries.
• Provides exceptional customer service to client.
• Provides reception or concierge (front of office) or hospitality (back of office) coverage as needed.
• Assigns tasks to team members.
• Determines the completion timeline and monitor progress to keep the project on track and on schedule.
• Communicates clear instructions to team members.
• Creates and distribute reports to update the company on the team’s progress.
• Works in conjunction of supervisor to determine day-to-day operational needs at site.

Competencies:

• Strong verbal and written communication skills.
• Excellent customer service skills.
• PC skills MS Office Suite experience.
• Ability to handle multiple tasks simultaneously.
• Good organizational skills.
• Working knowledge of MFD equipment.
• Requires knowledge and understanding of shipping/receiving procedures and ability to comprehend instructions.
• Possesses ability to work independently and capable of completing projects.
• Ability to determine correct method and packing material as well as validate packing slips for accuracy of incoming and outgoing materials.

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Qualifications and Education Requirements:

• High School Diploma (or equivalent) required.
• 2+ years prior work experience preferred.
• 1+ year of lead experience preferred, or the equivalent of professional experiences.
• Ability to work assigned work hours determined by manager.
• Excellent organizational and time management skills.
• Analytical abilities and aptitude in problem-solving.
• Superb written and verbal communication skills.
• Current knowledge or ability to learn computer-based systems required for functions of position.
• Required to maintain an overall professional appearance and attitude.
• Adhere to all policies and procedures required.

Physical Demands:

• Approximately 50% of the time this position requires the below physical demands.
• Fine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 60 lbs.
• Ability to walk, bend, kneel, stand, and/or sit for an extended period of time.
• Manual dexterity required for operating office machinery (phone, copy machines, binding equipment, etc.).
• Ability to communicate and discern information effectively with onsite staff using vision, hearing, and oral/written comprehension.
• Ability to lift or move 40 lbs. or greater frequently.

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Travel: None or Negligible

Other Duties:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.