Mailroom Associate

 

Job Title: Mailroom Associate 

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

 

Job Overview: 

The Mailroom Associate 

provides exceptional mail and shipping/receiving services, delivering operational functions in the following areas: processing of inbound/outbound mail, distributing/delivering mail, shipping and receiving products and supplies, scanning and processing mail, and supporting the onsite business service center in a timely manner.

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.

 

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.
• Sorts non-accountable mail and distributes mail/packages to company personnel.
• Scans mail to customers using a Kodak scanner.
• Sorts claims and manually folds and stuffs claim letters.
• Operates a folder inserter machine to fold and insert claim letters.
• Operates mail machines, including postage meters, photocopying machines, and mail folding and inserting equipment.
• Operates a Pitney Bowes postage meter to process outgoing mail.
• 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.
• Acts as point of contact for company personnel on mail/package inquiries.
• Submits work orders for certain requests.
• Services six copy rooms throughout the building by maintaining cleanliness and organization, stocking miscellaneous supplies, replenishing paper in copy machines, performing first-level troubleshooting, and picking up mail.
• Maintains the Business Service Center area in a neat and orderly fashion.
• Monitors levels of office supplies and replenishes and orders supplies accordingly.
• Provides support for special projects as requested by the customer.
• 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 provides 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.
• Performs other duties and responsibilities as assigned.

Competencies:

• Strong verbal and written communication skills.
• Excellent customer service skills.
• Ability to adapt to changing priorities and customer needs.
• PC skills and MS Office Suite experience.
• Ability to handle multiple tasks simultaneously.
• Good organizational skills.
• Working knowledge of MFD equipment.
• Ability to operate mailroom equipment, including postage meters, scanners, photocopiers, and folding/inserting machines.
• Requires knowledge and understanding of shipping/receiving procedures and ability to comprehend instructions.
• Possesses ability to work independently and is 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.
• Ability to perform basic, first-level troubleshooting of office and copy room equipment.

Qualifications and Education Requirements:

• High School Diploma (or equivalent) required.
• 2+ years prior work experience preferred.
• 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.
• Ability to adapt to changing work assignments and customer requests.
• Ability to work effectively in a customer-facing environment.

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 is required for operating office machinery (phone, copy machines, binding equipment, etc.). 
• Ability to communicate and decern information effectively with onsite staff using vision, hearing, and oral/written comprehension. 
• Ability to lift or move 40 lbs. or greater frequently. 

 

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.