Mailroom Associate Schaumburg, Illinois

Job Overview

Reports to:

Client Services Supervisor, Client Services Manager, or equivalent leadership. The Mailroom Associate provides exceptional mail and shipping/receiving services, delivering operational functions in processing inbound/outbound mail, distributing mail, shipping and receiving products and supplies to support the onsite business service center in a timely manner.

The 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.

• Sorting non-accountable mail.
• Scanning mail to customers via Kodak scanner.
• Sorting claims, manually folding and stuffing claim letters.
• Folding claim letters on folder inserter machine.
• Metering mail on a Pitney Bowes machine.
• Servicing 6 copy rooms throughout the building by tidy cleaning, stocking supplies, stocking paper in copy machines, 1st level troubleshooting and picking mail up.
• Handling special projects requested by customers.
• Providing 5-star customer service to all employees in all forms of communication.
• Receiving inbound mail/packages and sorting incoming mail and inputting into chain of custody software package.
• Operating mail the postage meter, photocopying machine, and mail folding and inserting machine.
• Maintaining records of receipt, mailing dates, and other required information.
• Managing outgoing mail/package transactions.
• Performing duties associated with shipping and receiving of materials.
• Notifying employees upon receipt of inbound deliveries.
• Distributing mail/packages to company personnel.
• Acting as point of contact for company personnel on mail/package inquiries.
• Submitting work orders for certain requests.
• Maintaining the Business Service Center area in a neat and orderly fashion.
• Monitoring level of office supplies on the floor and replenishing them as needed.
• Proactively seeking out additional work during downtime.
• Building professional relationships with customers and other teams.
• Maintaining professionalism and composure when interacting with all employees.
• Training backup staff and providing guidance on policies and procedures.
• Determining additional support needed when handling sensitive inquiries.
• Providing exceptional customer service to clients.
• Providing reception or concierge (front of office) or hospitality (back of office) coverage as needed.
• Strong verbal and written communication skills.
• Ability to handle multiple tasks simultaneously.
• Good organizational skills.
• Working knowledge of MFD equipment.
• Understanding of shipping/receiving procedures and ability to comprehend instructions.
• Ability to work independently and complete projects.
• Determining correct method and packing material and validating packing slips for accuracy of incoming and outgoing materials.

• High School Diploma (or equivalent) required.
• 2+ years prior work experience preferred.
• Ability to work assigned 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.

• Approximately 50% of the time requires lifting, bending, kneeling, standing, and moving packages up to 60 lbs on a standard wheeled cart.
• Ability to walk, bend, kneel, stand, and/or sit for extended periods.
• Manual dexterity to operate office machinery.
• Ability to communicate and understand information using vision, hearing, and oral/written comprehension.
• Ability to lift or move 40 lbs or greater frequently.

None or negligible

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.

The expected compensation is an estimate, and the final offer will…