Mailroom Associate

Mailroom Associate

Job Title:

Mailroom Associate

Reports To:

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

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 to support 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.

• 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 six copy rooms throughout the building by tidy cleaning, stocking miscellaneous supplies, stocking paper in copy machines, first‑level troubleshooting and picking mail up.
• Special projects may be requested by customers.
• Excellent written communication skills, great customer service, and adaptability.
• Provides five‑star customer service to all employees in all forms of communication.
• Receives inbound mail/packages and sorts incoming mail and inputs into the 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.
• Submits work orders for certain requests.
• Maintains the Business Service Center area in a neat and orderly fashion.
• Monitors office supply levels on the floor and replenishes 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 backup and provides guidance on policies and procedures.
• Determines additional support needed when handling sensitive inquiries.
• Provides exceptional customer service to clients.
• Provides reception or concierge (front of office) or hospitality (back of office) coverage as needed.

• Strong verbal and written communication skills.
• Excellent customer service skills.
• Proficient with MS Office Suite.
• Ability to handle multiple tasks simultaneously.
• Good organizational skills.
• Working knowledge of MFD equipment.
• Knowledge of shipping/receiving procedures and ability to comprehend instructions.
• Independently completes projects.
• Ability to determine correct method and packing material and validate packing slips for accuracy of incoming and outgoing materials.

• High School Diploma (or equivalent) required.
• Two or more 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.
• Adheres to all policies and procedures required.

• Approximately 50% of the time this position requires the following 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…